TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director/City Engineer DATE: November 13, 2024
SUBJECT: APPROVAL OF AMENDMENTS TO PROFESSIONAL
SERVICES AGREEMENTS WITH TRANSTECH ENGINEERS
AND HARTZOG & CRABILL IN TOTAL AMOUNTS OF
$50,000 AND $100,000 FOR ON-CALL TRAFFIC
ENGINEERING SERVICES THROUGH JUNE 30, 2026.
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
Safe Community
BACKGROUND
Historically, the City has relied upon professional on-call consultant services for technical support including in the areas of traffic engineering, traffic signal operations, and related support services. This model allows the City to maintain a small staff presence and to expand their capabilities as needed for specific initiatives or projects by utilizing these contracted professional services. On June 14, 2023, the City Council approved on-call Professional Services Agreements with two traffic engineering firms; Transtech Engineers, Inc. (Transtech) and Hartzog & Crabill, Inc. (HCI). Both agreements were for three years through June 30, 2026, with not to exceed amounts of $50,000 and $25,000 per fiscal year respectively. Based on existing workload, as well as the number of traffic-related projects and studies currently in progress or scheduled in the near future, staff recommends increasing the limits on the existing contracts to allow for increased workload by the consultants to complete these tasks in a timely manner and support staff.
Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
DISCUSSION
The City’s staffing model requires reliance upon professional on-call consultant services for a variety of operational work and for capital improvement project implementation in the areas of traffic engineering, traffic signal operations, and related support services. The professional consultant services are provided on an on-call, as needed basis to fill short-term consulting needs and to meet budget goals. The Scope of Services for On-Call Traffic Engineering Services includes, but is not limited to, the following:
a) Conduct or review traffic engineering, traffic analysis, and transportation planning studies or project-specific traffic-related issues analysis. b) Provide comprehensive analyses of existing and projected traffic conditions, roundabout analysis and design, intersection design, speed humps or other calming devices, and traffic data collection services.
c) Provide electronic traffic control device studies and design (e.g. signs, signal, pavement markings, lighted crosswalks and flashing beacons) d) Perform pedestrian studies including those to provide suggested routes to school
e) Review private development projects involving traffic impact analyses, transportation modeling, area-wide transportation studies and road cost impact analyses including striping and signing plan check. f) Prepare traffic signal, signage and pavement striping/marking design including plans, engineer’s estimate of probable cost and technical specifications for modifications to existing pavement striping, marking, signals, and flashing beacons.
g) Perform engineering and traffic survey analyses, intersection control studies including multi-way stop control and traffic signal or alternatives, vehicular and pedestrian safety studies, and miscellaneous general traffic engineering services including responses to citizen complaints and/or media requests.
h) Provide traffic engineering support, accident analysis and prevention, and recommendations regarding same to the San Marino Police Department. i) Attend annually up to 6 City Council meetings (when items on the agenda may reasonably require the expertise of a Traffic Engineer) and up to 6 regularly scheduled Public Safety Commission meetings.
j) Prepare signal timing sheets consistent with traffic engineering principles to meet existing traffic needs.
The City currently has two on-call traffic engineering consultants; Transtech and HCI. Over the past year, both consultants have helped with the evaluation of various traffic conditions and traffic signal operation reviews initiated by requests for study from the Public Safety Commission’s Traffic Task Force, recommendations from the Citywide Traffic Circulation Study and staff recommendations as part of the City Council approved Priority Initiative for Citywide Traffic Improvements. Given the number of locations requested for study, as well as multiple Capital Improvement Projects with traffic engineering components (Annual Striping, Signing, and Marking Program, Citywide Traffic Improvements Priority Initiative, Neighborhood Traffic Calming Program, Measure R 710 Project), and the work effort needed to complete these tasks in a timely manner, staff recommends amending the existing agreements with Transtech and Hartzog & Crabill to increase their contract amounts.
Currently, Transtech’s agreement is for $50,000 per fiscal year ($150,000 total), and HCI’s agreement is for $25,000 per fiscal year ($75,000 total) through the end of FY 2025-26. Staff recommends increasing both agreements to an equal amount of $75,000 per fiscal year each (representing a total increase of $50,000 for Transtech and $100,000 for HCI) for the remainder of their contracts. See table below for breakdown of costs if the amendments are approved:
Transtech
Year Amount
FY 2023-24 (complete) $50,000
FY 2024-25 $75,000
FY 2025-26 $75,000
Total for Duration of Agreement $200,000
Hartzog & Crabill
Year Amount
FY 2023-24 (complete) $25,000
FY 2024-25 $75,000
FY 2025-26 $75,000
Total for Duration of Agreement $175,000
Total for Both Firms
Year Amount
FY 2023-24 (complete) $75,000
FY 2024-25 $150,000
FY 2025-26 $150,000
Total for Duration of Agreement $375,000
FISCAL IMPACT & PROCUREMENT REVIEW
The use of professional consultant services for on-call traffic engineering support is included in the Parks and Public Works Department Operating Budget with $25,000 budgeted annually in the Administration Division for Traffic Engineering. $25,000 is also budgeted for Specialized Engineering Services (Account # 101-40-4104-0000), some of which may be used for Traffic Engineering Services. Finally, the Department also budgets for on-call traffic engineering support within the Capital Improvement Program (CIP) Budget for CIP projects that require traffic engineering services as part of the project, including but not limited to; Annual Striping, Signing, and Marking Program, Citywide Traffic Improvements Priority Initiative, Neighborhood Traffic Calming Program, and the Measure R 710 Project. By amending both on-call PSAs for as-needed on-call services, the City is neither obligating itself nor guaranteeing any compensation to the professional consultants.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council approve Amendments No. 1 to both Professional Services Agreements with Transtech and HCI, increasing the total compensation amounts by $50,000 and $100,000, respectively, for the duration of the agreements. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve Amendments No. 1 to the Professional Services Agreements with Transtech Engineers and Hartzog & Crabill increasing the total compensation amounts by $50,000 and $100,000, respectively, for the duration of the agreements.”
ATTACHMENTS
1. Draft Amendment with Transtech
2. Original Professional Services Agreement with Transtech
3. Draft Amendment with HCI 4.
4. Original Professional Services Agreement with HCI