City Council
Report
City Council Meeting: September 24, 2024
Agenda Item: 5.D
1 of 5
To: Mayor and City Council
From: Anuj Gupta, Director of Transportation, Mobility (DOT) Subject: Award and Establish Shortlist of Pre-Qualified Consultants and Contracts for On-Call Transportation Planning and Engineering Design Services Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of exemption pursuant to Section 15262 of the California Environmental Quality Act (CEQA) Guidelines.
2. Award and establish the pre-qualified list for transportation planning and engineering design services as part of RFQ #406 to consist of Fehr & Peers, Iteris, Inc., Kimley-Horn, KOA Corporation, Michael Baker International, Stantec, Toole Design Group, LLC, and Willdan Engineering.
3. Authorize the City Manager to negotiate and execute agreements for transportation planning and engineering design services with Fehr & Peers, Kimley-Horn, KOA Corporation, Michael Baker International, and Toole Design Group, in amounts not to exceed $1,000,000 each for a three (3) year term, with two one-year renewal options.
Summary
Santa Monica’s Department of Transportation (DOT) continues to advance Vision Zero safety improvements to further City Council’s commitment to eliminate fatal and serious injury collisions from our roadways and achieve the City’s priorities of Clean and Safe Santa Monica and Sustainable and Connected Community. One way the City does this is by implementing roadway safety improvements in response to collision patterns, observed safety challenges, and projects adopted in the Pedestrian Action Plan, Bike Action Plan, and Bike Action Plan Amendment. The current as-needed transportation design and engineering contracts awarded by Council in November 2019 will expire at the end of the calendar year. To continue to be responsive to community 2 of 5
needs and expedite the design and delivery of roadway safety projects, staff recommends the establishment of a new pre-qualified list for transportation planning and engineering design services as part of RFQ #406 consisting of Fehr & Peers, Iteris, Inc., Kimley-Horn, KOA Corporation, Michael Baker International, Stantec, Toole Design Group, LLC, and Willdan Engineering for a three-year term. Additionally, staff recommends awarding five as-needed contracts to Fehr & Peers, Kimley-Horn, KOA Corporation, Michael Baker International, and Toole Design Group, in amounts not to exceed $1,000,000 each for a three (3) year term, with two one-year renewal options.
These are as-needed agreements and funding would be identified for associated projects and tasks. These contracts are essential for supporting staff to work quickly to design and implement improvements by reducing staff time and lead times of procurement and contracting.
Discussion
Following Council’s Vision Zero commitment to eliminate fatalities and serious injuries from traffic collisions with the adoption of the 2016 Pedestrian Action Plan, DOT has sought to deliver projects more quickly and efficiently by implementing new methods for procurement as previously directed by Council (Attachment A). The standard procurement processes for roadway safety capital projects were designed for large state and federally funded projects, and correspondingly require more time for consultant procurement and contract execution. On November 12, 2019, Council sought to streamline the procurement processes for locally funded, grant funded, and/or quickbuild projects, and expedite delivery of needed safety improvements, by authorizing the establishment of a short list of pre-qualified consultants and awarding (5) five transportation planning and engineering design services as-needed contracts (Attachment B). Since then, the contracted as-needed firms have supported the City in myriad ways and enabled the implementation of various work efforts including: four-way stop sign analysis/installation, Vision Zero intersection improvement designs, Wilshire Safety Improvements roadway design, Pedestrian and Safe Routes to School Improvements design, Engineering and Traffic Survey (Speed Limit Survey), protected bikeway designs, research and grant writing, parking occupancy studies, collision analysis, traffic counts/analysis, and many other tasks. The current transportation planning and engineering as-needed contracts will expire on December 31, 2024. Staff 3 of 5
recommends the establishment of a new shortlist of pre-qualified consultant firms and the award of five as-needed contracts to the top ranked firms to continue to support the roadway/civil engineering, construction plan development, project outreach/communications, data and traffic analysis required for roadway safety projects.
Should Council decide to establish the new short list of pre-qualified consultants and award the five as-needed contracts described below, the new contracts would take effect on January 1, 2025.
Consultant Selection
Bidder Recommendation
Best Qualified
Firms
Fehr & Peers, Kimley-Horn, KOA Corporation, Michael Baker International, Toole Design Group
Evaluation Criteria Demonstrated project management experience and effective communication, especially with similar projects/work orders; Demonstrated experience, knowledge, ability, and personnel expertise to deliver pedestrian and bicycle safety improvements of comparable complexity scale and nature; Training,
credentials and experience of the person or firm; Ability to meet project work plan and timeliness; Quality and cost control, performance within budget allocations, auditing practices; Stability of firm and references; Interview to evaluate communication, collaboration, and demonstrated understanding of the project requirements and objectives.
Municipal Code SMMC 2.24.190
RFQ Data
Date
Posted Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Submittals
Received
4/22/202
4 City’s online
bidding website Santa Monica Daily Press 71 15
Justification to Short-List
The City reviewed the 15 submittals received from consultant firms and teams. The vendor submittals were reviewed by a selection panel from the Santa Monica Department of Transportation and evaluated using the evaluation criteria above.
Based on these criteria, the top eight (8) ranked vendors were invited for a structured 45-minute interview, which were then scored by the selection panel. The eight vendors (all that were interviewed) are recommended as the best qualified firms to be placed on the short list of pre-qualified consultants. Staff will utilize the shortlist as required. Work efforts that would utilize the shortlisted consultants will be subject to Council approval if the dollar amounts are at or above the Council approval thresholds.
4 of 5
Staff recommends Fehr & Peers, Kimley-Horn, KOA Corporation, Michael Baker International, Toole Design Group—the five (5) highest ranked consultants—as the best qualified firms to be awarded as-needed contracts not to exceed $1,000,000 each for a three (3) year term, with two one-year renewal options.
Environmental Review
The award of the as-needed professional service agreements for transportation planning and engineering design services is exempt from CEQA pursuant to Section 15262 (Feasibility and Planning Studies), which exempts feasibility and planning studies for possible future actions which the agency, board, or commission has not approved, adopted, or funded. The transportation planning and engineering design services will identify safety enhancements through analysis and outreach. Implementation of the improvements identified in the studies would be subject to future environmental review and approval. Therefore, award of contracts for as-needed professional service agreements for transportation planning and engineering design services is exempt pursuant to Section 15262of the CEQA Guidelines.
Past Council Actions
Meeting Date Description
06/28/2016 (Attachment
A)
Council gave staff direction to pilot or implement new
methods for procurement.
11/12/19 (Attachment B) Council approved staff’s recommendation to establish a pre-qualified list for Transportation Planning and
Engineering Design Services consultants and award
five as-needed contracts.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Special Revenue Source Fund and various other funds, as appropriate, to award contracts to Fehr & Peers, Kimley-Horn, KOA Corporation, Michael Baker International, and Toole Design Group for transportation planning and engineering design services.
Professional Services Agreement Request
Consultant Request
Amount Account # Contract Amount
Fehr &
Peers $1,000,000
Funding will come from
C1007600.689000--Vision
Zero and Mobility Project
Delivery, Transportation
$1,000,000
Kimley-Horn $1,000,000
5 of 5
$1,000,000 Impact Fee (TIF) Fund and
various other accounts to be
identified as projects
requiring transportation
planning and engineering
design services are identified.
KOA
Corporation $1,000,000 $1,000,000
Michael
Baker
International
$1,000,000 $1,000,000
Toole
Design
Group, LLC
$1,000,000 $1,000,000
Total $5,000,000
Prepared By: Kyle Kozar, Principal Transportation Planner Approved Forwarded to Council
Attachments:
A. June 28, 2016 Staff Report (Web Link)
B. November 13, 2018 Staff Report (Web Link)
C. 01 OAKS_INITIATIVE_FORM_Fehr & Peers
D. 01 OAKS_INITIATIVE_FORM_Kimley Horn
E. 01 OAKS_INITIATIVE_FORM_KOA
F. 01 OAKS_INITIATIVE_FORM_Michael Baker
G. 01 OAKS_INITIATIVE_FORM_Toole Design Group
H. 02 Levine_Disclosure_Fehr & Peers
I. 02 Levine_Disclosure_Kimley Horn
J. 02 Levine_Disclosure_KOA
K. 02 Levine_Disclosure_Michael Baker
L. 02 Levine_Disclosure_Toole Design Group