TO: HONORABLE MAYOR
AND CITY COUNCIL
FROM: John Ristow
SUBJECT: See Below DATE: October 7, 2024
Approved
Date:
10/16/24
COUNCIL DISTRICT: 6
SUBJECT: Design Consultant Contract with Kimley-Horn and Associates, Inc. for the Race Street/Parkmoor Avenue Safety Improvements Project
RECOMMENDATION
Adopt a resolution authorizing the City Manager or her designee to:
(a) Negotiate and execute the Standard Consultant Agreement with Kimley-Horn and Associates, Inc. for the Race Street and Parkmoor Avenue Safety Improvement Project, for an amount not to exceed $648,000; and
(b) Negotiate and execute amendments, as required, to extend the contract term up to an additional one year.
SUMMARY AND OUTCOME
Approval of the recommendation will enable staff to complete the engineering documents necessary for redesigning the intersection at Parkmoor Avenue and Race Street. This project will develop construction-ready plans that ensure a safer intersection for pedestrians, bicyclists, motorists, and trains.
BACKGROUND
The Vasona rail corridor serves both Santa Clara Valley Transportation Authority light rail trains (132 per day, 55 mph max speed) and Union Pacific Railroad freight trains (two per week, 10 mph max speed.) There is a significant pedestrian and bicyclist injury COUNCIL AGENDA: 10/29/24
FILE: 24-2122
ITEM: 2.10
HONORABLE MAYOR AND CITY COUNCIL
October 7, 2024
Subject: Design Consultant Contract with Kimley-Horn and Associates, Inc. for the Race Street/Parkmoor Avenue Safety Improvements Project
and fatality history at the northwest corner of the intersection. Between 2010 and 2023, there were six incidents in which pedestrians or bicyclists were struck by a train at this corner.
The City had originally conditioned the approved Avenues The World School development to design and construct safety improvements before reaching a certain threshold of student occupancy. However, during the COVID-19 pandemic, the developer significantly scaled down its plans and is no longer required to implement the improvements at Race Street and Parkmoor Avenue. Given the already high crash rate at this location, the City decided to lead the design of the improvement project. Having engineered designs in hand makes the City more competitive to apply for grants for construction funding.
ANALYSIS
A request for proposals for consultant services was advertised on June 25, 2024, to find a qualified consultant engineering firm to prepare the design concepts, technical analysis, environmental review, plans, specifications, and estimates and provide construction support for the project. The City received three proposals from the following firms: BKF Engineers, DKS Associates, and Kimley-Horn and Associates, Inc.
Proposals were evaluated by a panel of staff from the Department of Transportation (design lead), the Public Works Department (design support and construction lead), and Santa Clara Valley Transportation Authority (design support and rail owner.) The firms were ranked on the criteria below.
Category Maximum Points
Proposal Responsiveness Pass/Fail
Qualifications and Relevant Experience 50
Approach 35
Fee Structure 5
Local Business Enterprise 5
Small Business Enterprise 5
HONORABLE MAYOR AND CITY COUNCIL
October 7, 2024
Subject: Design Consultant Contract with Kimley-Horn and Associates, Inc. for the Race Street/Parkmoor Avenue Safety Improvements Project
Summary of the bids are outlined below.
Firm Bid Amount Ranking Score
Kimley-Horn and Associates, Inc. $648,000 84.0
DKS Associates $687,000 79.5
BKF Engineers $1,345,000 75.0
While all three firms demonstrated extensive qualifications, the evaluation panel selected Kimley-Horn and Associates. Inc. due to its distinctive approach and status as a locally owned company. Staff recommends the contract be awarded to Kimley-Horn and Associates, Inc. for a total contract amount not to exceed $648,000.
A 10-day protest period began on August 18, 2024, after a notice of award was sent to Kimley-Horn and Associates, Inc. No protests were received.
EVALUATION AND FOLLOW-UP
After this project completes construction-ready plans, staff will seek grants to help fund the construction costs and will return to City Council to request grant funding approval and to award the future construction contract.
COST SUMMARY/IMPLICATIONS
The source of funding for this project is through the Building and Structure Construction Tax Fund (429). The table below represents the total cost over the term of the agreement.
TOTAL COST OF AGREEMENT
Contract Management $200,000
Kimley-Horn and Associates, Inc. (not to exceed) $648,000 TOTAL $848,000
HONORABLE MAYOR AND CITY COUNCIL
October 7, 2024
Subject: Design Consultant Contract with Kimley-Horn and Associates, Inc. for the Race Street/Parkmoor Avenue Safety Improvements Project
BUDGET REFERENCE
The table below identifies the fund and appropriations to fund the contract recommended as part of this memorandum.
Fund
#
Appn.
#
Appropriation
Name
Total
Appropriation
Amount for
Contract
2024-
2025
Capital
Budget
Page*
Last Budget
Action
(Date, Ord.
No.)
429 420G Avenues
School Safety
Improvements
$1,575,000 $648,000 586 31102
6/18/2024
*The 2024-2025 Adopted Capital Budget was approved on June 11, 2024, and adopted on June 18, 2024, by the City Council.
COORDINATION
The memorandum has been coordinated with the City Attorney Office, the City Manager’s Budget Office, and the Planning, Building, and Code Enforcement Department.
PUBLIC OUTREACH
The request for proposals was published on the Biddingo website on June 25, 2024.
This memorandum will be posted on the City’s Council Agenda website for the October 29, 2024 City Council meeting.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
CEQA
Not a Project, File PP17-002, Consultant Services for design, study, inspection, or other professional services with no commitment to future action.
HONORABLE MAYOR AND CITY COUNCIL
October 7, 2024
Subject: Design Consultant Contract with Kimley-Horn and Associates, Inc. for the Race Street/Parkmoor Avenue Safety Improvements Project
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/
John Ristow
Director, Department of Transportation
For questions, please contact Jessica Zenk, Deputy Director, Planning and Project Delivery, Department of Transportation, at [email protected] or (408) 535- 3543.