DEPARTMENT: Public Works
DEPARTMENT HEAD: Razi Hosseini, P.E., R.P.L.S.
COUNCIL DISTRICTS IMPACTED: Council Districts 1, 5, 6, and 7
SUBJECT:
Advanced Funding Agreement & Professional Services Agreement: Multimodal Planning Study for Culebra Road
SUMMARY:
Consideration of the following items related to the Multimodal Planning Study for Culebra Road from I-10 to Loop 1604 located in Council Districts 1, 5, 6, and 7:
A. An ordinance authorizing the execution of a Advanced Funding Agreement between the City of San Antonio and the Texas Department of Transportation (TxDOT), accepting grant reimbursement in the estimated amount of $880,000.00 from TxDOT related to the planning costs and authorizing payment in the amount not to exceed $6,160.00 to TxDOT for administrative oversight of federal funds for the Multimodal Planning Study for Culebra Road from I-10 to Loop 1604; and, amending the FY 2020 - 2025 Capital Improvement Program Budget. Funding in the total amount of $400,000.00 has been previously authorized from FY 2019 & FY 2020 General Funds for this project.
B. An ordinance authorizing the execution of a Professional Services Agreement between WSP USA, INC. and the City of San Antonio, in an amount not to exceed $979,400.00 to provide design planning concepts for the Multimodal Planning Study for Culebra Road from I-10 to Loop 1604.
BACKGROUND INFORMATION:
Project Background
The SA Tomorrow Multimodal Transportation Plan includes a set of policies and practices to implement the plan. Implementation of the plan requires Public Works to continuously communicate the City’s transportation strategy for the future, develop proposed improvements that address all modes, and provide for a method of prioritizing projects. San Antonio must utilize a multipronged approach so that all transportation opportunities are considered and all modes of transportation are funded.
In 2018, the Alamo Area Metropolitan Planning Organization (AAMPO) approved Corridor Mobility Planning as a Local Agency Managed (LAM) project of the AAMPO 2019-2022 Transportation Improvement Program (TIP). The Corridor Mobility Planning project is a partnership between the City and VIA Metropolitan Transit for in-depth analysis and preliminary project development on four (4) multimodal corridor transformations. For each year of the TIP, one of the four corridors will receive a Multimodal Planning Study to create design planning concepts with public involvement. Culebra Road is the first arterial of the four allocated in the AAMPO 2019-2022 TIP awards. The project outcome will provide design planning concepts of either high capacity transit potential or traditional transit service with enhanced multimodal transformation for vehicle safety, pedestrian mobility, micromobility access, and congestion relief.
Corridor Mobility Planning is a four-year project totaling $4,000,000.00 with annual funding of $1,100,000.00 to include $880,000.00 (80%) in Federal funding and $226,160.00 (20% including associated administrative oversight fee) in local funding. Starting in FY 2019 and ending in FY 2022, $880,000.00 of Federal funding is allocated annually through TIP. While the AAMPO procures and receives the Federal funding, TxDOT is the agency authorized to administer and distribute the Federal funds to the project recipients. Public Works will initiate council action each year that the funding is allocated to receive approvals on the advanced funding agreements and consultant contracts associated with each of the four arterial studies. Therefore, an Advanced Funding Agreement (AFA) between TxDOT and the City is required and must be approved by City Council for TxDOT to administrate and distribute the Federal funds.
Through the AFA, the City will be reimbursed for an estimated $880,000.00 of the Professional Services Agreement between WSP USA, INC. and the City to provide design planning concepts for the Multimodal Planning Study for Culebra Road from I-10 to Loop 1604. The City will fund the remaining estimated project costs of $226,160.00 to include an estimated $1,100,000.00 for project costs incurred through the Professional Services Agreement and an estimated $1,100,000.00 in project contingency costs.
A. This Advanced Funding Agreement with TxDOT will allow for the planning costs to qualify for Federal cost sharing for reimbursement up to the Federal approved limit of $880,000.00 for a Local Agency Managed (LAM) project. The Local Agency Managed (LAM) projects are managed by the City but they receive Federal funds administered through TxDOT. Any remaining costs beyond the $880,000.00 for the City’s LAM of the Multimodal Planning Study of Culebra Road from I-10 to Loop 1604 will be the responsibility of the City.
B. Procurement of Services
A Request for Qualifications (RFQ) was released on January 16, 2019. The RFQ was advertised in the San Antonio Hart Beat, the City of San Antonio Bidding and Contracting Opportunities website, and the Texas Electronic State Business Daily. Responses were due on February 13, 2019. Four firms responded to the RFQ and submitted their Statement of Qualifications (SOQ) and all were deemed responsive. A Selection Committee comprised of City staff from Public Works scored and ranked the SOQ. Scoring was based on the published evaluation criteria, which included: experience and qualifications of team; the team’s experience with San Antonio issues and past contracts; and, understanding of the project and proposed management plan. Based on the evaluations and rankings made in the selection process, staff recommends executing Professional Services Agreement with WSP USA, INC. for this project.
This contract will be awarded in compliance with the Disadvantaged Business Enterprise (DBE) Program, which requires contracts be reviewed by the DBE Coordinator and TxDOT. WSP USA, INC. has committed to 6% DBE subcontractor participation.
This contract was developed utilizing a formal request for qualifications process; therefore, as required by the Ethics Ordinance, the Discretionary Contracts Disclosure Form has been included herein as an attachment.
ISSUE:
Consideration of the following items related to the Multimodal Planning Study for Culebra Road from I-10 to Loop 1604 located in Council Districts 1, 5, 6, and 7:
A. This ordinance authorizes the execution of an Advanced Funding Agreement between the City of San Antonio and the Texas Department of Transportation (TxDOT), accepting grant reimbursement in the estimated amount of $880,000.00 from TxDOT and authorizing payment in the amount not to exceed $6,160.00 to TxDOT for administrative oversight of federal funds for the Multimodal Planning Study for Culebra Road from I-10 to Loop 1604; and amending the FY 2020 - 2025 Capital Improvement Program Budget. Funding in the total amount of $400,000.00 has been previously authorized from FY 2019 & FY 2020 General Funds for this project.
Total costs for the Multimodal Planning Study for Culebra Road from I-10 to Loop 1604 are estimated at $1,100,000.00; of which, $880,000.00 (80%) will be funded with Federal funds procured by the AAMPO and administered by TxDOT and $226,160.00 (20% including associated administrative oversight fee) will be funded by the City. A share of the costs, estimated not to exceed $880,000.00 will be reimbursed by TxDOT to the City as part of the LAM project. Actual costs to be reimbursed by TxDOT with the awarding of the Professional Services Agreement between WSP USA, INC. and the City.
B. This ordinance authorizes the execution of a Professional Services Agreement between WSP USA, INC. and the City of San Antonio, in an amount not to exceed $979,400.00 to provide design planning concepts for the Multimodal Planning Study of Culebra Road from I-10 to Loop 1604.
The project will provide a Multimodal Planning Study on one arterial roadway, Culebra Road from I-10 to Loop 1604, to accommodate various travel modes such as vehicle, micromobility, pedestrian, and higher capacity transit. The study will identify roadway design options that increase safety, multimodal transportation, mobility, and enhanced quality of life along Culebra Road. Additionally, $1,100,000.00 of the local funding will be used for project contingency costs to support the execution of the corridor study.
ALTERNATIVES:
A. As an alternative, City Council could choose not to authorize the execution of this Advanced Funding Agreement. However, the City will lose the opportunity to receive Federal fund reimbursement from TxDOT for these costs. This would then delay the project or require a change in scope to fit within the available $226,160.00 City funds. The most cost effective option would be to approve the Advanced Funding Agreement with TxDOT.
B. As an alternative, City Council could choose not to authorize the execution of this Professional Services Agreement and require staff to complete a new solicitation process for the work. Considering the additional time required for another solicitation process, this would adversely affect the timely completion of the project and funding. Furthermore, the City will lose the funding for this project.
FISCAL IMPACT:
A. This ordinance authorizes acceptance of funds from TxDOT for reimbursement in the estimated amount of $880,000.00 in federal funds allocated to the City from TxDOT and administered by TxDOT as a federal pass through grant associated with the planning costs for the Multimodal Planning Study of Culebra Road from I-10 to Loop 1604.
The 20% match for this project is $220,000.00 and the City also will pay $6,160.00 for administrative oversight of federal funds associated with the project. This ordinance authorizes a one-time capital improvement expenditure in the amount not to exceed $6,160.00 to TxDOT for the Multimodal Planning Study of Culebra Road from I-10 to Loop 1604 project; and amending the FY 2020 - 2025 Capital Improvement Program Budget. Funding in the total amount of $400,000.00 has been previously authorized from FY 2019 & FY 2020 General Funds for this project.
Multimodal Planning Study Funds Funding Source Total
80% 20%
Federal/State Funds Local Funds
TxDOT Funding City of San Antonio
FY 2019 & 2020 General Fund
Multimodal Planning Study $880,000.00 $220,000.00 $1,100,000.00
*Direct State Costs (0.56%) ---- $6,160.00 $6,160.00
Total Project Costs $880,000.00 $226,160.00 $1,106,160.00
*Direct State Costs are funds available from previously appropriated General Fund budget.
B. This is a one-time capital improvement expenditure in an amount not to exceed $979,400.00 payable to WSP USA, INC. Funds are available from the FY 2019 General Fund.
RECOMMENDATION:
Staff recommends approval of the following items related to the Multimodal Planning Study for Culebra Road from I-10 to Loop 1604:
A. An ordinance authorizing the execution of an Advanced Funding Agreement between the City of San Antonio and the Texas Department of Transportation (TxDOT), accepting grant reimbursement in the estimated amount of $880,000.00 from TxDOT and authorizing payment in the amount not to exceed $6,160.00 to TxDOT for administrative oversight of federal funds for the Multimodal Planning Study for Culebra Road from I-10 to Loop 1604; and amending the FY 2020 - 2025 Capital Improvement Program Budget. Funding in the total amount of $400,000.00 has been previously authorized from FY 2019 & FY 2020 General Funds for this project.
B. An ordinance authorizing the execution of a Professional Services Agreement between WSP USA, INC. and the City of San Antonio, in an amount not to exceed $979,400.00 to provide design planning concepts for the Multimodal Planning Study for Culebra Road from I-10 to Loop 1604.