CITY OF SAN MATEO
CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 5 Section Name: {{section.name}} Account Number: 10-4661 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: April 01, 2024
SUBJECT:
On-Call Traffic Engineering Data Collection Services – Amendment RECOMMENDATION:
Approve Amendment No. 2 to the agreement with Innovative Data Acquisitions, LLC dba IDAX Data Solutions for On-Call Traffic Engineering Data Collection Services to increase the agreement amount by $310,000 for a revised total not-to- exceed amount of $510,000; establish a contingency reserve of $30,000; and authorize the Public Works Director to execute the amendment in substantially the form presented and approve amendments within the contingency amount.
BACKGROUND:
In October 2019, the City reviewed quotes from two vendors for on-call traffic engineering data collection services to assist with the Citywide Traffic Calming program, Neighborhood Traffic Management program, Residential Permit Parking Program, and various other traffic and parking programs. Out of the two vendors, Innovative Data Acquisitions, LLC dba IDAX Data Solutions (IDAX) was determined to be the most qualified to provide the needed services.
Public Works subsequently entered into a three-year agreement with IDAX for services including radar speed surveys, speed surveys with pneumatic tubes, average daily traffic counts, parking studies, and intersection and turning movement counts. The data collected is used for various analyses in the programs mentioned above including, but not limited to, traffic signal modifications, pedestrian crosswalk requests, parking demand analysis, and stop sign warrants.
On April 18, 2022, City Council approved Amendment No. 1, which increased the total agreement amount from $90,000 to $200,000 and extended the term of the agreement for an additional three years to June 2025. Since the execution of the original agreement, staff’s use of IDAX’s data collection services has continued to increase annually as demands for project-related data and responses to resident requests have increased. Additionally, the types of data collected, such as pedestrian and bicycle counts and parking data for resident parking permit evaluations, have expanded. As such, the current budget for the amended agreement is close to being expended, approximately one year earlier than anticipated.
It is estimated that approximately $60,000 of additional funds will be needed to cover service costs through the next fiscal year for the programs mentioned above. Staff is also planning to perform a comprehensive parking study from IDAX in the downtown area, which is anticipated to cost approximately $250,000.
Based on the above, staff recommends the approval of Amendment No. 2 increasing the agreement amount by $310,000, increasing the total not-to-exceed amount from $200,000 to $510,000, and establishing a contingency reserve of $30,000 for unforeseen costs.
BUDGET IMPACT:
Budget for data collection services comes from various sources. There are sufficient funds in the Traffic Engineering,
CITY OF SAN MATEO
Downtown Parking Operations, and Citywide Parking and Transportation operating budgets to fund this amendment for the expected services to be provided.
ENVIRONMENTAL DETERMINATION:
Approval of Amendment No. 2 to the professional services agreement is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Amendment No. 2
STAFF CONTACT
Sang Hee Cho, Associate Engineer
[email protected]
(650) 522-7348
Bethany Lopez, Senior Engineer
[email protected]
(650) 522-7313
Sue-Ellen Atkinson, Principal Transportation Planner
[email protected]
(650) 522-7288