TO: HONORABLE MAYOR FROM: Matt Loesch
AND CITY COUNCIL
SUBJECT: SEE BELOW DATE: October 10, 2023
Approved Date
10/17/23
COUNCIL DISTRICT: 3, 7
SUBJECT: MASTER AGREEMENT WITH BKF ENGINEERS FOR FIVE WOUNDS
TRAIL PROJECT
RECOMMENDATION
Adopt a resolution authorizing the City Manager or designee to negotiate and execute a master agreement with BKF Engineers for trail development consulting services for the Five Wounds Trail Project, from the date of execution through December 31, 2028, and in an amount not to exceed $2,500,000.
SUMMARY AND OUTCOME
The award of consultant master agreement with BKF Engineers will allow for the continued development of the Five Wounds Trail Project. The consultant will provide resources and specialized expertise in master planning, environmental documentation, design engineering, bid assistance, and construction documentation, in alignment with the Santa Clara Valley Transportation Authority’s (VTA) Measure B grants requirements.
BACKGROUND
In March 2019, the San José City Council approved the City Manager to negotiate and execute the receipt of funds under the 2016 VTA Measure B sales tax competitive grant program (Resolution 79004). In June 2020, VTA awarded $4,140,000 in Measure B funding to the Five Wounds Trail Project for use under the project development phases of environmental clearance and design.
COUNCIL AGENDA: 10/31/23
FILE: 23-1458
ITEM: 3.4
HONORABLE MAYOR AND CITY COUNCIL
October 10, 2023
Subject: Master Agreement with BKF Engineers for Five Wounds Trail Develop ment
A consultant is needed because the City does not have the in-house resources or specialized expertise to implement the project. The grant agreement with VTA requires the City to pass through insurance requirements to any third-party contractors. These requirements differ from the City’s standard on-call agreement insurance requirements; therefore, it is not possible to use existing on-call master agreements for this work.
BKF Engineers, under this new master agreement, will provide the City with comprehensive trail development services for the Five Wounds Trail Project, including master planning, environmental documentation, design engineering, bid assistance, and construction documentation, in alignment with the VTA Measure B grants requirements.
ANALYSIS
A Request for Qualifications for consultant services to provide comprehensive trail development services for the project was advertised in April 2023 and the City received Statements of Qualifications from two firms in May 2023. Staff from the Public Works Department and the Parks, Recreation, and Neighborhood Services Department conducted a selection process for consultant services in accordance with the evaluation criteria specified in the Request for Qualifications.
After evaluation of the Statements of Qualifications, both firms were invited for interviews that were conducted in July 2023. These firms were evaluated and ranked as follows:
Consultant 1
BKF Engineers
2 RRM Design
Evaluation Criteria
Expertise 14.17/15 13.83/15
Experience 13/15 13.50/15
Approach 14/15 12.83/15
Local/Small Business
Preference
5/10 0/10
Interview 43/45 37.67/45
Overall Score 89.17/100 77.83/100
BKF Engineers was the top ranked firm of the two who submitted Statements of Qualifications.
Under the proposed master agreement, consultant services will be initiated by authorized service orders detailing the specific scope of services, schedule, and compensation along with the appropriate funding source(s) for the project.
HONORABLE MAYOR AND CITY COUNCIL
October 10, 2023
Subject: Master Agreement with BKF Engineers for Five Wounds Trail Develop ment
Climate Smart San José Analysis
This master agreement will allow the continued development of the Five Wounds Trail Project, which, when constructed, will facilitate the choice of mobility options other than single occupancy, gas powered vehicles and may also result in a reduction of vehicle miles traveled.
EVALUATION AND FOLLOW-UP
No follow-up action with the City Council is expected at this time.
COST SUMMARY/IMPLICATION
No budget actions are being requested as part of this recommendation. As staff defines the future scope of services under the subsequent service orders, all scope and services will be subject to appropriation. The 2023-2024 Proposed Capital Budget identifies appropriations tied to the Five Wounds Trail Project in the amount of $985,000, of which $895,000 is from Fund 391 - Construction and Conveyance Tax Fund: City-wide Parks Purposes and $90,000 is from Fund 380 - Construction Tax and Property Conveyance Tax Fund: Parks Purposes Council District #3.
Budget actions will be brought forward in the development of future budget phases to account for funding as it becomes available via the VTA Measure B reimbursement funding and other funds which may become available to support the full cost of the project.
1. TOTAL COST OF AGREEMENT
Agreement Amount $2,500,000
Recommended Amendment (as included in memorandum) $0
Total Agreement Amount $2,500,000
BUDGET REFERENCE
This table identifies the fund and appropriations of the Five Wounds Trail Project for this memorandum.
Fund#
Appn
# Appn Name Total Appn
Amt. for
Agreement
2023-2024
Proposed Capital
Budget Page*
Last Budget
Action (Date,
Ord. No.)
391 422K
TRAIL: Five Wounds
Development (Story Road to
Whitton Avenue)
$895,000 N/A 467
06/20/2023
Ord. No.
30933
380 422K
TRAIL: Five Wounds
Development (Story Road to
Whitton Avenue)
$90,000 N/A 384
06/20/2023
Ord. No.
30933
*The 2023-2024 Adopted Capital Budget was approved on June 13, 2023, by the City Council and adopted on June 20, 2023.
HONORABLE MAYOR AND CITY COUNCIL
October 10, 2023
Subject: Master Agreement with BKF Engineers for Five Wounds Trail Develop ment
COORDINATION
This memorandum has been coordinated with the City Attorney’s Office, the City Manager’s Budget Office, and the Departments of Parks, Recreation, and Neighborhood Services; and Planning, Building, and Code Enforcement,
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the October 31, 2023 City Council meeting.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
CEQA
Not a Project, File No. PP17-002, Consultant services for design, study, inspection, or other professional services with no commitment to future action.
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
/s/
MATT LOESCH
Director, Public Works
For questions, please contact Sal Kumar, Interim Deputy Director, at [email protected] or (408) 793-5307.