DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Mike Frisbie, P.E.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT: Amendments to On-Call Professional Services Agreements
SUMMARY:
An ordinance authorizing the execution of an amendment to an existing on-call professional services agreement with the University of Texas at San Antonio in the increased amount of $200,000.00 for a total amount not to exceed $250,000.00 for a term of one year with the option to renew for up to two additional one-year terms and authorizing the execution of an amendment to an existing on-call professional services agreement with and Komet Marketing Communications, Inc. (Komet) in the increased amount of $80,000.00 for a total amount not to exceed $530,000.00 for a term of one year with the option to renew for up to two additional one-year terms, both in support of Vision Zero and Transportation Planning.
BACKGROUND INFORMATION:
On June 12, 2017, the City of San Antonio entered into an agreement with UTSA to conduct crash analyses for Vision Zero in an amount not to exceed $50,000.00 for a period of one year. The scope of the agreement included the following services:
• Identify critical roadway sections with high crashes
• Perform site visits and data collection at identified high crash roadway sections
• Identify root causes of crashes and recommend preventative countermeasures
To date, UTSA has begun analysis of 2011 to present day crash data along city roadways.
On September 9, 2017, City Council approved Ordinance 2017-09-07-0638 authorizing the execution of an agreement for public relations consulting services with Komet for a term of one year, with an option to renew the agreement for up to two, one-year periods, in an amount not to exceed $150,000.00 for the first year and a total agreement not to exceed $450,000.00. The public relations consulting services will be used to communicate and achieve specific goals of Vision Zero, primarily focusing on public outreach and include:
• Media Planning & Purchasing
• Social Media & Website Management
• Event Strategic Planning
To date, Komet has assisted with event strategy for the November 19, 2017 World Day of Remembrance which included a memorial bike ride with over 100 cyclists, as well as beginning the preparation of a strategic plan outlining the use of paid media.
On October 5, 2017, City Council approved Ordinance 2017-10-05-0754 accepting grant funds from the Texas Department of Transportation (TxDOT) under the Texas Traffic Safety Grant Program. The total grant program fund amount was $208,000.00 which includes an 80% contribution of $166,400.00 from TxDOT and a 20% local match of $41,600.00 from the City of San Antonio. Funding for the local match was provided by the Pedestrian Safety Vision Zero project.
ISSUE:
This ordinance authorizes the execution of an amendment to an existing on-call professional services agreement with the University of Texas at San Antonio in the increased amount of $200,000.00 for a total amount not to exceed $250,000.00 for a term of one year with the option to renew for up to two additional one-year terms and authorizes the execution of an amendment to an existing on-call professional services agreement with and Komet Marketing Communications, Inc. (Komet) in the increased amount of $80,000.00 for a total amount not to exceed $530,000.00 for a term of one year with the option to renew for up to two additional one-year terms, both in support of Vision Zero and Transportation Planning.
On October 5, 2017, City Council approved Ordinance 2017-10-05-0754 accepting grant funds from the Texas Department of Transportation (TxDOT) under the Texas Traffic Safety Grant Program. The awarded funds will be used for additional services to be provided within the terms and scope of the two amendments to two existing professional services agreements.
The amendment with UTSA increases the scope of the agreement as follows:
• Use of TxDOT’s Crash Records Information System (CRIS) to access intersections along safety-challenged corridors
• Compile crash data before and after the public safety campaign portion of the grant which will be conducted in coordination with the San Antonio Police Department (SAPD)
• Identify contributing factors to crashes
• Recommend engineering or other interventions
The amendment with Komet increases the scope of the agreement as follows:
• Provide key safety messaging through social media
• Prepare safety brochures for SAPD distribution
• Prepare a training video for SAPD on CRIS data reporting and Vision Zero
ALTERNATIVES:
City Council could choose to not authorize the two amendments of two existing professional services agreements. However, the City would not be able to perform the required functions of the TxDOT Traffic Safety Grant. This would result in a lost opportunity to support Vision Zero and Transportation Planning initiatives, and jeopardize future TxDOT grant funding due to unused grant funds.
FISCAL IMPACT:
This ordinance authorizes an amendment in the of $200,000.00 to an existing $50,000.00 contract with UTSA and an amendment in the amount of $80,000.00 to an existing $450,000.00 contract with Komet Marketing for a total amount not to exceed $530,000.00 and provides an option to extend both agreements for up to two additional one-year terms in support of Vision Zero.
Expenditures for these services are available from the Pedestrian Safety Vision Zero Improvements Project and include funds from the Texas Traffic Safety Grant Program administered by the Texas Department of Transportation included in the FY 2017 Capital Improvement Program. Grant funding was accepted through Ordinance 2017-10-05-0754. Funding for future years of the contract is contingent upon City Council’s approval of the annual operating and capital budget.
Funds are not appropriated by this action. Expenditures for these services are subject to available funding and are authorized by completion of individual tasks as assigned. The City will make no minimum guarantee pertaining to the volume of work which may be expected from each consultant.
RECOMMENDATION:
Staff recommends the approval of these two professional services agreement amendments in support of Vision Zero and Transportation Planning.