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VIA:
FROM:
DATE:
Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE JUNE 6, 2023
SUBJECT: AWARD OF PROFESSIONAL SERVICES AGREEMENT WITH KOA
CORPORATION FOR THE LOCAL ROADWAY SAFETY PLAN
FISCAL
IMPACT: EXPENSE: $ 50,000 PROFESSIONAL SERVICES AGREEMENT BUDGET: $ 55,000 FY 2022-23 CIP BUDGET
$ 45,000 CALTRANS LRSP GRANT (339303-6770)
$ 10,000 CITYWIDE TRAFFIC IMPACT FEE (659303-6770)
SUMMARY:
In 2019, the California Department of Transportation (Caltrans) announced that starting in April 2022, local agencies would need a Local Roadway Safety Plan (LRSP) to be eligible for future Highway Safety Improvement Program (HSIP) grant funding opportunities for traffic safety improvements along local roads. The purpose of a LRSP is to provide a means to address unique transportation and roadway element requirements while providing a framework to systematically identify and analyze safety problems and recommend safety improvements that can be tailored to the City's local protocols, needs and issues. To assist local agencies in developing their safety plans, the California Transportation Commission (CTC) through Caltrans allocated a total of $18 million in state funds and issued a call for grant applications. Staff submitted a grant application for funding to develop a LRSP for the City. In August 2021, Caltrans notified the City that its grant application was approved in the amount of $50,000, which includes a 10% (ten percent) local match requirement.
On January 23, 2023, the City issued a Request for Proposals (RFP) to solicit competitive proposals for professional engineering services for the development of an LRSP. The City received four (4) proposals to provide professional engineering services. After a thorough review of the proposals received, Staff recommends that the City Council award a Professional Agreement to KOA Corporation (KOA), based upon their qualifications, experience, and technical expertise. This action will award an agreement (Attachment 1) to KOA in a not -to -exceed annual amount of $50,000. Additionally, this action will approve Resolution No. R-2023-38 (Attachment 2) to add the grant revenues and expenditures to the Fiscal Year 2022-23 Capital Improvement Program Budget.
1.f.
June 6, 2023
City Council Agenda
June 6, 2023
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Award a Professional Services Agreement for engineering services for the Local Roadway Safety Plan to KOA Corporation for a not -to -exceed amount of $50,000; and
2. Authorize the City Administrator to approve contract change orders up to $5,000; and
3. Approve Resolution No. R-2023-38, A Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2022-23 in compliance with City Charter of the City of Placentia §§1206 and 1209 pertaining to appropriations for actual expenditures; and
4. Authorize the City Administrator and/or his designee to execute all the necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
This item is consistent with the City Council approved 5 -Year Strategic Goal to examine more multi -modal transportation options. Promote Community and Economic Development, under Objective Number 5.3.
DISCUSSION:
As of April 2022, it is required that all state, county, and local agencies adopt a Local Road Safety Plan (LRSP) to be eligible to receive Highway Safety Improvement Program (HSIP) grant funds.
These funds are used for planning documents, preliminary engineering documents, and construction improvements to mitigate safety-related issues at intersections and roadways. In the past, the City has benefitted from HSIP funds to fund citywide traffic signal improvements.
The process of preparing a LRSP creates a framework to systematically identify and analyze safety problems and recommend safety improvements. Preparing a LRSP facilitates the development of local agency partnerships and collaboration, resulting in a prioritized list of improvements and actions that can demonstrate a defined need and contribute to the statewide plan. The LRSP offers a proactive approach to addressing safety needs and demonstrates agency responsiveness to safety challenges.
The California Transportation Commission (CTC) through Caltrans allocated a total of $18 million in state funds to assist local agencies in developing their safety plans and issued a call for grant applications. Staff submitted a grant application on behalf of the City. In August 2021, Caltrans was notified that the City's grant application was approved to prepare a LRSP in the amount of $50,000, which includes a 10% (ten percent) local match requirement.
City Council Agenda
June 6, 2023
On January 23, 2023, Staff issued a Request for Proposals (RFP) to hire a qualified consultant to provide professional engineering service for the LRSP. On February 16, 2023, the City received four (4) competitive proposals from qualified engineering firms. Staff conducted a thorough review of the four (4) proposals received and scored them in accordance with the scoring criteria in the RFP. KOA Corporation (KOA) ranked first based upon their overall experience and expertise with similar projects and their understanding of the scope of work and approach to the City's project.
CONSULTANT
KOA Corporation
Willdan Engineering
AGA Engineers, Inc.
EPD Solutions, Inc.
RFP SCORE
89.0 86.3
86.0 73.7
RANKING
1 2
3 4
Therefore, Staff selected KOA as the most qualified firm to assist the City in preparing the LRSP and recommends the City Council that KOA be awarded a contract to conduct the work based upon the qualifications of their proposed project team, experience, proposal, and references.
FISCAL IMPACT:
The recommended actions will approve an agreement with KOA to provide professional engineering design services for a not -to -exceed contract amount of $50,000. Since this project was not included in the annual Capital Improvement Program budget, Resolution No. R-2023-38 (Attachment 2) amending the Fiscal Year 2022-23 Operating Budget is presented for the City Council's consideration to allocate the grant funding received from Caltrans and Citywide Traffic Impact Fee funds towards the cost of these services. No General Fund dollars will be utilized for these professional services.
Prepared by:
(71 P.,YtY
KYraTao
Transportation Manager
v
Reviewe•"and approved:
Luis EsteST
Deputy City Administrator
Reviewed and approved:
a y/,-
Jennifer`Lampman
Director of Finance
Reviewed and approved:
Damien R. Arrula
City Administrator
Attachments:
1. Professional Service Agreement with KOA Corporation
2. Resolution No. 2023-38 — Budget Amendment