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: 7 Section Name: {{section.name}} Account Number: 10-4666 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 17, 2024
SUBJECT:
On-Call Transportation Services for Various Projects – Amendments RECOMMENDATION:
Approve Amendment No. 1 to the agreements with AECOM Technical Services, Inc., Fehr & Peers, Kittelson and Associates, Inc. and Steer Davies and Gleave, Inc. to extend each agreement term through June 30, 2026, include up to one optional one-year extension, and increase each agreement by $150,000 for total not-to-exceed amounts of $400,000 each; and authorize the Public Works Director to execute the amendments in substantially the form presented and execute any future term extensions or amendments that do not change the not-to-exceed amount of the agreements.
BACKGROUND:
The Public Works and the Community Development Departments require consultant services to prepare transportation impact analyses (TIAs) and review transportation demand management (TDM) plans for private development projects.
Considering the high volume of private development projects, the potential need for several analysis processes to occur simultaneously and to ensure efficient workflow of the entitlement process, staff conducted a competitive request for qualifications (RFQ) process beginning in August 2019 to identify on-call consultant teams.
In January 2020, Council approved 2.5-year agreements with four firms for not to exceed amount of $250,000 to provide these services: AECOM, Fehr & Peers, Kittelson and Associates, and Steer Davies and Gleave. Staff has been satisfied with the work provided by the on-call consultants. In 2022 and 2023, new agreements were executed with each of the four firms to renew the services and extend the term of the agreements through June 30, 2024.
All of the on-call consultant teams currently end on June 30, 2024. To ensure that transportation analysis for private development processes continues to be provided with no gap in service, Public Works recommends extending the existing agreements for an additional two years and increasing the amount per agreement by $150,000 to continue to provide transportation analysis report preparation services. To manage on-call services, staff will develop specific task orders, scopes of work, and budgets with each firm for the work effort performed as part of the on-call services contract. The on- call services agreements would be extended through June 30, 2026, with the option to renew for one additional one-year extension.
With adoption of the new 2040 General Plan, staff anticipates a new TIA development and review process will be needed.
Once the new TIA process is developed, staff plans to issue a new RFP for on-call transportation consultant services.
BUDGET IMPACT:
Each consultant will be issued a blanket purchase order in alignment with the total not-to-exceed amount. The task orders will be charged to the planning application trust accounts, which are funded by the project developer, or to specific project accounts. All consultant costs will be charged to the appropriate account and are fully cost recovered.
CITY OF SAN MATEO
ENVIRONMENTAL DETERMINATION:
The approval of these amendments to the professional services agreements is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - Amendment No. 1 - AECOM Technical Services, Inc.
Att 2 - Amendment No. 1 - Fehr & Peers
Att 3 - Amendment No. 1 - Kittelson & Associates, Inc.
Att 4 - Amendment No. 1 - Steer Davies and Gleave, Inc.
STAFF CONTACT
Sue-Ellen Atkinson, Principal Transportation Planner
[email protected]
(650) 522-7288