City Council
Report
City Council Meeting: August 14, 2018
Agenda Item: 3.D
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Civil Engineering Subject: Award Contracts for On Call Signage/Striping and Civil Engineering Design/Preparation of Temporary Traffic Control Plans
Recommended Action
Staff recommends that the City Council:
1. Establish a pre-qualified list for on-call Civil Engineering Design Services as part of RFQual #SP2564 consisting of Cannon Corporation, Kimley-Horn and Associates, Inc., KPFF Consulting Engineers, RICK Engineering Company, and Stantec Consulting Services, Inc. (all California-based companies) to create a pre-qualified list for on-call Civil Engineering Design Services,
2. Authorize the City Manager to negotiate and execute an agreement with KimleyHorn and Associates, Inc., in an amount not to exceed $750,000 for three years with one two-year renewal option in the amount of $500,000, for a total amount not to exceed $1,250,000 over a five-year period, with future year funding contingent on Council budget approval. This is an on-call agreement and an RFP would be issued once there is a known scope of work. Funding would be identified as projects and tasks are identified.
3. Award Bid #SP2543 to Superior Pavement Markings Inc. and PCI, Californiabased companies, for on-call signing and striping services,
4. Authorize the City Manager to negotiate and execute an agreement with Superior Pavement Markings Inc. in an amount not to exceed $250,000 for three years, with one two-year renewal option, which would extend the contract term but not increase the budget, for a total amount not to exceed $250,000 over a five-year period, with future year funding contingent on Council budget approval. This is an on-call agreement and funding would be identified as projects and tasks are identified, and
5. Authorize the City Manager to negotiate and execute an agreement with PCI, in an amount not to exceed $250,000 for three years, with one two-year renewal option, which would extend the contract term but not increase the budget, for a total amount not to exceed $250,000 over a five-year period, with future year funding contingent on Council budget approval. This is an on-call agreement and an RFP would be issued once there is a known scope of work. Funding would be identified as projects and tasks are identified.
Summary
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In an effort to incorporate innovative procurement efficiencies by developing shortlists of vendors for broadly defined services, Public Works is seeking to deliver projects more quickly and in ways better suited to the current marketplace (Attachment A). The procurement processes for Public Works projects were designed for large, complex capital improvements and correspondingly require more time for consultant/contractor selection and contract execution. Public Works projects that are smaller in scope and budget, such as street striping and paving, routinely go through the same process, causing significant delays and additional cost to the City in terms of staff time and lost productivity. In order to streamline the selection and contract execution processes to allow for the delivery of these smaller-scale projects more expeditiously staff recommends awarding a professional services agreement for on-call civil engineering design services to Kimley-Horn and Associates, Inc. and two construction contracts for on-call signing and striping work to Superior Pavement Markings Inc. and PCI, respectively. This would reduce staff time spent on bid postings and contract routing and would enable rapid deployment of priority projects.
Discussion
The City does not currently have an efficient delivery model for infrastructure projects that require expedited delivery. For example, Vision Zero improvements - roadway safety projects designed to eliminate fatal and severe injury crashes on City streets – would be subject to existing procurement and contract execution procedures which could take up to 10 months. While existing procurement processes work well for large, complex projects for which they were created, the lengthier processes hinder the City’s ability to quickly deliver small- to medium-sized projects. Staff recommends utilizing an on-call civil engineering designer and on-call contractors that would allow the City to deliver certain projects up to eight months sooner (Table 1).
Table 1 – Typical Project Delivery vs. On-Call/Expedited Project Delivery (Administrative Processes) Typical Process Typical Duration Expedited Process Expedited Duration
Design
Circulate for Approval and Post
Request for Proposals 45 days Confirm scope with designer 30 days Prepare Staff Report 45 days N/A -
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Negotiate & Execute
Professional Services
Agreement
60 days N/A -
Prepare Bid Package & Post
Bid 60 days Confirm scope with contractor 30 days
Construction
Prepare Staff Report 45 days N/A -
Negotiate & Execute
Construction Contract 60 days N/A -
Total 315 days Total 60 days
An on-call civil engineering designer would be able to quickly provide design and construction documents for projects such as, but not limited to, pedestrian and bicycle striping improvements, bulb-outs, traffic control plans, and traffic-calming circles. The work produced by the designer would clearly define the project scope and be used to either competitively bid the work or to obtain quotes from the on-call contractors.
On-call signing and striping contractors would be able to quickly mobilize and construct improvements for projects such as, but not limited to, pedestrian and bicycle striping improvements, pavement marking upgrades, and traffic sign replacement.
Vendor/Consultant Selection
Table 2 – On-Call Civil Engineering Design / Preparation of Temporary Traffic Control Plans Request for Qualifications (RFQual) Data
RFQual Posting Date RFQual
Posted On
RFQual Advertised In
(City Charter &
Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
05/02/2018 City's Online
Bidding Site
Santa Monica Daily
Press 83 12 06/01/2018
Pre-qualified List Vendor Selection Recommendation
Cannon
Corporation
KimleyHorn &
Associates,
Inc.
Municipal Code SMMC 2.24.073
KPFF Consulting
Engineers
RICK
Engineering
Evaluation Criteria Experience/Technical Competence, Ability to Meet Project Work Plan & Timeliness, Quality Control, Cost Control,
Stantec Stability/References
Consulting
Services, Inc.
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Justification to Short-List
The vendor responses were reviewed by a selection panel from the Public Works Department and evaluated using the evaluation criteria above, including their technical expertise and ability to promptly respond to the City’s requests. Based on these criteria, the vendors listed above are recommended as the best qualified firms to be placed on a shortlist. The RFQual stated a shortlist of five consultants would be created and this ensures competitiveness among the most-qualified consultants when proposing for future projects. Staff recommends Kimley-Horn and Associates, Inc., the top-ranked firm, as the best qualified firm to provide as-needed design services and be awarded an on-call contract not to exceed $750,000 for three years with one two-year renewal option in the amount of $500,000, for a total not to exceed amount of $1,250,000 over a five-year period. Staff will utilize the shortlist as required.
Table 3 – On-Call Signing and Striping Contractors
Request for Qualifications (RFQual) Data
RFQual Posting Date RFQual
Posted On
RFQual Advertised In
(City Charter &
Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date Publicly
Opened
03/15/2018 City's Online
Bidding Site
Santa Monica Daily
Press 27 2 04/16/2018
Pre-qualified List Vendor Selection Recommendation
PCI Municipal Code SMMC 2.24.073
Superior Pavement
Markings Inc.
Evaluation Criteria Experience/Technical Competence, Ability to Meet Project Work Plan & Timeliness, Quality Control, Cost
Control, Stability/References
Justification to Short-List
The vendor responses were reviewed by a selection panel from the Public Works Department and evaluated using the evaluation criteria, including their technical expertise and ability to promptly respond to the City’s requests. Based on these criteria, the vendors listed above are recommended as best qualified firms to be placed on a shortlist. Staff recommends PCI and Superior Pavement Markings as the best qualified firms to provide as-needed signing and striping services and each be awarded an oncall contract in an amount not to exceed $250,000, for three years with one two-year renewal. Staff would utilize the shortlist as required.
Past Council Action
06/28/16 (Attachment A) Council gave staff direction to pilot or implement new methods of procurement.
Financial Impacts and Budget Actions
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Staff seeks authority to award a professional services agreement with Kimley-Horn and Associates for on-call civil engineering design services.
Professional Services Agreement Request: Kimley-Horn
Request Amount
FY 2018-19 Budget
Department/CIP Account # Total Contract Amount
$250,000
Funding will come from various accounts
and be identified as projects requiring
engineering design and construction
services are identified.
$1,250,000
Future year funding is contingent on Council budget approval.
Staff seeks authority to award a contractual services agreement with Superior Pavement Markings Inc. for on-call signing and striping services.
Contractual Services Agreement Request: Superior Pavement Markings Inc.
Request Amount
FY 2018-19 Budget
Department/CIP Account # Total Contract Amount
$250,000
Funding will come from various accounts
and be identified as projects requiring
engineering design and construction
services are identified.
$250,000
Future year funding is contingent on Council budget approval.
Staff seeks authority to award a contractual services agreement with PCI for on-call signing and striping services.
Contractual Services Agreement Request: PCI
Request Amount
FY 2018-19 Budget
Department/CIP Account # Total Contract Amount
$250,000
Accounts and funding will be identified as
projects requiring engineering design and
construction services are identified.
$250,000
Future year funding is contingent on Council budget approval. 6 of 6
Prepared By: Curtis Castle, Civil Engineer
Approved Forwarded to Council
Attachments:
A. June 28, 2016 Staff Report
B. PCI Oaks Initiative_Rev1
C. Superior Oaks Initiative
D. Kimley-Horn Civil Engineering Design Oaks Form