TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:November 14, 2023
SUBJECT: Hillcrest Drive Bike Lane and Pedestrian Improvements (CI 5682)
RECOMMENDATION:
1. Approve Professional Services Agreement with MNS Engineers, Inc. (Thousand Oaks, CA) in a not-to-exceed amount of $423,388 for engineering and design services of the Hillcrest Drive Bike Lane and Pedestrian Improvements Project (CI 5682), plus extra services of $42,412, with a term ending December 31, 2026.
2. Authorize expenditure in the amount of $470,800 ($423,388 Agreement, plus extra services of $42,412, and $5,000 City Furnished Materials and Supplies), as follows: $58,430 from A/C #001-5310-631-8300 (General Fund, Hillcrest Drive Bike Lane and Pedestrian Improvements Project, CI 5682), and $412,370 from A/C #183-5310-631-8300 (Grants Fund, Hillcrest Drive Bike Lane and Pedestrian Improvements Project, CI 5682).
3. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).
FINANCIAL IMPACT:
No Additional Funding Requested. $106,203 is included in the Adopted FY 2023-24 General Fund Budget with an additional $2,783,797 in project carryover from FY 2022-23 to FY 2023-24 in Grants Fund 183, for a total available budget of $2,890,000. The total estimated cost of the project is $2,865,800.
BACKGROUND:
The City has an ongoing program to improve mobility for pedestrians and bicyclists throughout the community. City Council adopted the City’s Active Transportation Plan (ATP) on December 10, 2019, which identifies and prioritizes bicycle and pedestrian improvements citywide based on several factors including pedestrian
Hillcrest Drive Bike Lane and Pedestrian Improvements CI 5682 November 14, 2023
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7 traffic volumes, proximity to schools, and road classifications. In addition, City Council adopted a Local Road Safety Plan (LRSP) on August 31, 2021. The LRSP is a comprehensive traffic safety plan performed by an independent professional traffic engineering firm, which analyzed existing collision data, assessed infrastructure deficiencies, and identified roadway safety solutions citywide.
On July 20, 2022, staff provided informational status reports to the Traffic and Transportation Advisory Commission (TTAC). Staff informed the TTAC that the City submitted a grant application for ATP Cycle 6 and Congested Mitigation and Air Quality (CMAQ) Grants funding for the Hillcrest Drive Bike Lane and Pedestrian Improvements Project, which is one of the top priority locations on the City’s ATP and LSRP plans. The City has subsequently received Federal grant funding approvals for the project to improve bicycle and pedestrian safety on Hillcrest Drive and to increase and promote the use of active modes of transportation such as biking and walking.
On December 2, 2022, and February 3, 2023, Ventura County Transportation Commission (VCTC) approved $2,783,797 grant funding for the Hillcrest Road Improvements (CI 5682) including $433,797 CMAQ Grant and $2,350,000 ATP Cycle 6 Grant. On April 25, 2023, City Council authorized the acceptance of these grants. The City originally received the authorization of federal funds expenditures in the amount of $433,797 (estimated cost in the grant application) for the design phase of the project on June 15, 2023. The CMAQ Grant funding requires an
11.47 percent City matching fund, which will be matched with the General Fund.
There is no City matching fund requirement for the ATP Grant.
This project will install new Class IV protected bike lanes throughout the project limit by converting the existing eastbound and westbound Hillcrest Drive travel lane #3 (outside lanes) from Lynn Road to Moorpark Road (reducing travel lanes to two in each direction), installation of an incomplete sidewalk segment from McCloud Avenue to Lynn Road on the north side of the street, and installation of crosswalk and curb ramps at the Oaks Mall entrance (Attachment #1).
DISCUSSION/ANALYSIS:
On February 15, 2023, staff provided the project background and informational status report to the TTAC. On April 25, 2023, staff provided a Department Report to City Council, providing the project overview, concept plans, schedule, and funding sources. Upon completion of the preliminary design including a detailed traffic study, staff will return to City Council to present the consultant-provided evaluation and recommendations.
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7 The City requires professional design services from a professional engineering firm to complete the surveying, engineering studies, traffic analysis, and final engineering design for the project.
In accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, staff solicited a Request for Proposals/Qualifications (RFP/Q) for the Hillcrest Drive Bike Lane and Pedestrian Improvements Project. Unlike the low bid requirements of the Public Contract Code, contracts for professional, management, general, or special services should only be awarded to firms or persons who have demonstrated an adequate level of experience, competence, training, credentials, resources, staffing, and other professional qualifications necessary for more than satisfactory performance of the services solicited. The award of a Professional Services Agreement is based upon a variety of factors that demonstrate the best value to the City for the solicited scope of service. The cost of the service may be considered as one of those factors; however, the lowest cost is not the sole factor in deciding who will be awarded the contract.
On July 14, 2023, a formal RFP/Q was published in the Thousand Oaks Acorn newspaper and on the City’s e-procurement website for engineering consulting firms to provide the required professional services for the following phases of the project: Phase I – Project Initiation Document (PID), Phase II – Project Approval/Environmental Documents (PA/ED), Phase III – Final Engineering Design and Bid Process, and Phase IV - Construction Engineering Support Services.
The RFP/Q was sent out to over 700 vendors, and a total of 81 vendors downloaded the RFP/Q document. On August 25, 2023, the City received six proposals as follows:
Name Location
1. MNS Engineers, Inc. Thousand Oaks, CA
2. Kimley-Horn and Associates, Inc.
3. CR Associates, Inc.
4. IMEG Consultants Corp.
5. Nichols Consulting Engineers, CHTD (DBE NCE)
6. Willdan Engineering
Los Angeles, CA
Los Angeles, CA
Ontario, CA
Fountain Valley, CA
Industry, CA
A team of Public Works staff evaluated the proposals based on the following criteria:
Hillcrest Drive Bike Lane and Pedestrian Improvements CI 5682 November 14, 2023
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7 1. Experience with this type of project;
2. Key personnel experience with similar projects;
3. Project understanding and approach;
4. Reasonableness of schedule and estimated level of effort dedicated to complete each task;
5. Familiarity with federal funding requirements;
6. Quality, clarity, responsiveness, and conformance with the RFP/Q.
After careful review and consideration of the six proposals received, MNS Engineers, Inc. (MNS) was determined to best meet the evaluation criteria for this project. A detailed scope of work and fees have been negotiated and finalized with MNS. Staff recommends approval of the Professional Services Agreement with MNS (Attachment #2) for Phase I through Phase III of the project. Upon successful completion of these phases, staff will provide detailed scope of work and will seek City Council’s authorization to amend MNS’s contract to provide professional services for Phase IV for Construction Engineering Support Services of the project.
PRELIMINARY PROJECT COST SUMMARY
Fund 001 Fund 183 Total
Design & Engineering (this action) $48,563 $374,825 $423,388 Design Extra Services (this action) $4,867 $37,545 $42,412 City Furnished (this action) $5,000 $ 0 $5,000
Right-Of-Way Acquisition (future) $45,000 $ 0 $45,000
Construction Estimate (future action) $ 0 $2,350,000 $2,350,000 Total Costs $103,430 $2,762,370 $2,865,800
PROJECT TIMELINE
1. Design Services Award (this action) November 2023
2. Project Preliminary Design & Public Outreach Winter - Spring 2024
3. Traffic Commission - Preliminary Design Review Summer 2024
4. City Council - Preliminary Design Approval Summer 2024
5. Final Design and Caltrans approval Spring 2025
6. Federal Fund Authorization for Construction Summer 2025
7. Construction Contract Award Fall 2025
8. Construction Fall 2025 - Spring 2027
Community Outreach: Staff will develop and implement a public outreach plan for the project, with a particular focus on the businesses located adjacent to the project including the Oaks Mall, as well as the general public. Staff began its public outreach efforts by presenting the project background and an overview of the proposed improvements to TTAC and City Council on February 15, 2023, and April 25, 2023, respectively. These meetings are part of an extensive public Hillcrest Drive Bike Lane and Pedestrian Improvements CI 5682 November 14, 2023
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7 outreach effort to provide the public with opportunities for comments on this project. A dedicated project website has been created, www.toaks.co/hillcrest, where updated project information will continue to be provided throughout the design and construction phases of the project. Various communications tools and strategies, including community meetings (if needed), press releases, website updates, and social media posts will be utilized to inform the public and receive feedback.
This action is not a project as defined under the CEQA because this action will not result in a direct or foreseeable indirect physical change in the environment [14 CCR 15060(c)].
This project meets City Council’s Top Ten Priorities #6, “Public Works and Infrastructure Investments”.
CIP PROJECT PRIORITY (as outlined in FY 2023-24 and FY 2024-25 CIP Program Budget)
Priority Two – Necessary, but not essential, and there could be consequences if deferred.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Masoud Razavi, Associate Engineer
Attachments:
Attachment #1 – Vicinity and Location Maps
Attachment #2 – Professional Services Agreement with MNS Engineers, Inc.
DPW: 850-20\ev\H:\Council\2023\111423\CI5682\Hillcrest Drive Bike Lane and Pedestrian Improvements staff report.docx