City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: AUGUST 20, 2024 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
SUBJECT: APPROVE A PROFESSIONAL CONSULTANT SERVICES AGREEMENT WITH ADVANTEC CONSULTING ENGINEERS, INC., OF IRVINE, CA, FOR THE FEDERAL HIGHWAY ADMINISTRATION HIGHWAY SAFETY IMPROVEMENT PROGRAM (HSIP) CYCLE XI GRANT PROJECT IN THE AMOUNT OF $884,712.31 PLUS A 10% CONTINGENCY IN THE AMOUNT OF $88,471.23 FOR A NOT TO EXCEED AMOUNT OF $973,183.54 FOR A TERM OF TWO (2) YEARS THROUGH JUNE 30, 2026, WITH AN OPTION TO EXTEND FOR AN ADDITIONAL TWO-YEAR PERIOD IN ACCORDANCE WITH RFP NO. 2344 ISSUE:
Approve a Professional Consultant Services Agreement with Advantec Consulting Engineers, Inc., of Irvine, CA, to complete the citywide leading pedestrian interval signal timing implementation and engineering design plan preparation services for the citywide retroreflective signal backplates and a median & high-friction surface treatment on Mission Inn Avenue between Redwood Drive and Scout Lane for a term of two years through June 30, 2026, with an option to extend for an additional two-year period, in the amount of $884,712.31 plus a 10% contingency in the amount of $88,471.23, for an amount not to exceed $973,183.54.
RECOMMENDATIONS:
That the City Council:
Approve a Professional Consultant Services Agreement in accordance with Request for Proposals No. 2344 with Advantec Consulting Engineers, Inc., of Irvine, CA, to complete the citywide leading pedestrian interval signal timing implementation and engineering design plan preparation services for the citywide retroreflective signal backplates and a median & high-friction surface treatment on Mission Inn Avenue between Redwood Drive and Scout Lane for a term of two years through June 30, 2026, with an option to extend for an additional two-year period, in the amount of $884,712.31 plus a 10% contingency in the amount of $88,471.23, for an amount not to exceed $973,183.54; and Authorize the City Manager, or designee, to execute the Professional Services Agreement, including making minor and non-substantive changes and to extend the term, for up to two additional years, subject to the availability of budgeted funds.
LEGISLATIVE HISTORY:
On September 6, 2022, the City Council authorized the submittal of a traffic safety grant application to Caltrans for citywide signalized intersections and roadway safety improvements that include pedestrian and bicycle safety enhancements.
On May 2, 2023, the City Council accepted the Federal Highway Safety Improvement Program (HSIP) Cycle XI grant award in the amount of $7,815,420 to the Public Works Department for the purchase of equipment, implementation of new leading pedestrian interval signal timing, and a median & high-friction surface treatment on Mission Inn Avenue between Redwood Drive and Scout Lane.
On February 6, 2024, the City Council approved the Federal Highway Safety Improvement Program (HSIP) Cycle XI Program Supplemental Agreement, No. 08-5058F15-F051-ISTEA, with Caltrans and adopted the resolution designating the City Manager to execute all Master Agreements, Program Supplemental Agreements, and / or amendments with Caltrans.
BACKGROUND:
The City of Riverside has participated in several grant programs, seeking funding for important active transportation planning documents and capital projects through the submission of multiple grant applications. To date, the City has been successful in securing millions of dollars in federal and state grants through these efforts.
The Federal Highway Administration’s Highway Safety Improvement Program (HSIP) is a Federal-aid program which provides grant funding for select projects aimed at achieving significant reductions in traffic fatalities and serious injuries on public roadways. The Public Works Department requested $7,815,420 in HSIP grant funds and committed a local match of $1,202,780 (Measure A and Gas Tax) to complete the project. The total project cost estimate is $9,018,200 when combining grant funds and local match funds.
DISCUSSION:
On March 14, 2023, Caltrans notified the Public Works Department that the City’s grant application requesting Highway Safety Improvement Program (HSIP) (Cycle XI) grant funding was successful.
The approved grant application is in the amount of $7,815,420 with a city local match from Measure A and Gas Tax Funds in the amount of $1,202,780 to install retroreflective signal backplates, implement citywide leading pedestrian intervals at roughly 400+ signalized intersections, and install a median & high friction surface treatment on Mission Inn Avenue from Redwood Drive to Scout Lane. The total combined project cost estimate is $9,018,200.
On November 2023, the City received Caltrans approval to proceed with the Preliminary Engineering (PE) Phase of the project and authorized the City to utilize project expenditures up to the total amount of $1,711,000. As an innovative strategy, the City requested non-infrastructure LPI implementation funds to be advanced from the construction phase to the preliminary engineering phase to deliver the LPI safety benefits to the community sooner. A small portion of the PE Phase was reserved for City staff hours which were utilized to implement the LPI signal timing safety feature at 247 signalized intersection locations as part of a separate citywide traffic signal controller replacement project. The remaining funds from the PE Phase were used to advertise for design consultant services as part of the Request for Proposal (RFP) No. 2344.
The proposed safety countermeasure improvements are a direct result of the collision analysis, accident evaluation, and stakeholder meetings for the recently adopted Local Road Safety Plan (LRSP). Upon completion of the project, the traffic safety improvements are expected to: heighten driver awareness of upcoming signalized intersections, enhance safety and mobility for vulnerable road users such as pedestrians & bicyclists at signalized intersections by providing pedestrians the opportunity to enter the crosswalks 3-7 seconds before vehicles are given a green indication, and reduce head-on and hit object type collisions on Mission Inn Avenue between Redwood Drive and Scout Lane. The leading pedestrian interval implementation would also reduce greenhouse gas emissions as residents would be encouraged to walk for their shorter trips. Pedestrian-related improvements submitted for the HSIP grant application are also supported by the Riverside PACT (Pedestrian Target Safeguarding Plan, Active Transportation Master Plan, Complete Streets Ordinance, and Trail Master Plan).
The preliminary design component of the project will develop design plans, engineering cost estimates and specifications, and advance the implementation of the leading pedestrian interval at all traffic signalized intersections citywide. The project’s traffic safety countermeasures are intended to improve safety and reduce incidents.
The City advertised RFP No. 2344 seeking proposals from a qualified consultant (“Company”) to provide services for the implementation of Leading Pedestrian Interval (LPI) phasing at all traffic signalized intersections citywide, to design the installation of retro-reflective signal backplates at all traffic signal heads citywide, and to prepare the Plans, Specifications, and Estimates (PS&E) to construct a raised curb median along Mission Inn Avenue between Redwood Drive and Scout Lane along with high friction surface treatment on the horizontal curve portion. The notification was sent to 796 City of Riverside vendors. There were two questions submitted, and no pre-bid meeting was held. There were 57 prospective bidders, and RFP 2344 closed on April 18, 2024, with five (5) responses. An evaluation committee of five (5) members evaluated the responses based on understanding of the project and approach, firm experience and team experience, experience with similar relevant projects and past performance, and professional references. The City deemed Advantec Consulting Engineers, Inc., of Irvine, CA, the most qualified responsible proposer. The proposal rating results, and proposed contract amounts are shown in Table 1.
Table 1 – Proposal Evaluation Results
Evaluation Ranking
Proposer’s Name
Evaluation Score
Proposal Amount
1 Advantec Consulting Engineers, Inc.
918.10
$884,712.31
2 Kimley-Horn and Associates, Inc.
902.40
$1,214,213.18
3 Iteris, Inc.
900.80
$1,213,216.00
4 AGA Engineers, Inc.
842.40
$1,315,948.72
5 Arcadis
817.00
$1,464,543.35
Highlights of Advantec Consulting Engineers, Inc.’s proposal selection include:
The lowest consultant fee proposal received is roughly $330,000 less than the next highest rated proposal.
The only Disadvantaged Business Enterprise (DBE) designated firm who submitted a proposal as the prime consultant which aligns with the City’s DBE goals and exceeds the minimum 20% DBE contract goal established by Caltrans DBE project requirements. The DBE commitment for this proposal is 90.07% while the other four proposals had a DBE commitment in the ranges of 20%-27%.
While the project agreement includes an optional extension, it is not anticipated that the project will continue beyond the initial contract term.
The Public Works Department will return to City Council to award and provide updated projects costs after the construction project is advertised and bids are received.
The Purchasing Resolution No. 24101, Section 508 states that “Contracts procured through Formal Procurement shall be awarded by the Awarding Entity to the Lowest Responsive and Responsible Bidder, except that…(c) Contracts procured through Formal Procurement for Services or Professional Services, where a Request for Proposals or Request for Qualifications was used to solicit Bids, shall be awarded by the Awarding Entity in accordance with the evaluation criteria set forth in the Request for Proposals or Request for Qualifications.” The Purchasing Manager concurs that the recommended action to approve the agreement is in compliance with Purchasing Resolution 24101, Section 508(c).
STRATEGIC PLAN ALIGNMENT:
This item supports Strategic Priority No. 2 Community Well-Being, Goals 2.4 – Support programs and innovations that enhance community safety, encourage neighborhood engagement, and build public trust. As well as Strategic Priority No.6 - Infrastructure, Mobility & Connectivity, Goals 6.2, 6.3, and 6.4.
This project aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – The HSIP Cycle XI project required the development of an LRSP document, which is the product of various forms of inclusive community engagement. The HSIP grant application is supported by the priority objectives of the Riverside PACT.
Equity – Many of the proposed improvements will enhance safety for non-motorized roadway users; according to the California Healthy Places Index Map households in Riverside disadvantaged communities are more often reliant on non-motorized transportation to access employment, institutions, and recreation.
Fiscal Responsibility – Riverside is a prudent steward of public funds and ensures responsible management of the City’s financial resources by awarding construction and consultant services contracts to the lowest responsive bidders and utilizing available grant funding from the Federal Highway Administration Highway Safety Improvement Program.
Innovation – The proposed HSIP grant application features innovative transportation practices currently used in the City of Riverside and supported by the Federal Highway Administration. The City advanced the grant funds for implementation of the Leading Pedestrian Interval (LPI) as part of the preliminary design component of the project.
Sustainability & Resiliency – The proposed HSIP project will improve safety for vulnerable road users; pedestrian and bicycle safety enhancements can encourage mode shift and reduce greenhouse gas emissions.
FISCAL IMPACT:
The total fiscal impact of this action including design and contingencies is $973,183.54 (Table 2). Sufficient funds are budgeted and available as shown in Table 3 below.
Table 2. Project Costs
Project Name
Federal Project Grant Funding
Local Match
Total Cost
Traffic Signal Backplates, LPI & Mission Inn Median Project $707,769.85
$176,942.46
$884,712.31
10% Contingency
$70,776.98
$17,694.25
$88,471.23
Total
$778,546.83
$194,636.71
$973,183.54
Table 3. Project Funding
Fund
Project
Account
Amount
Capital Outlay-Grants
Traffic Signal Backplates, LPI & Mission Inn Median Project 9925328-440125
$778,546.83
Measure A
9925330-440313
$194,636.71
Total
$973,183.54
Prepared by: Philip Nitollama, City Traffic Engineer
Approved by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra Norton, City Attorney
Attachments:
Agreement
Award Recommendation
Presentation
RFP 2344 - HSIP Cycle XI Program – Leading Pedestrian Interval, Reflective Signal Backplates & Mission Inn Median ● Page 2