DEPARTMENT: Public Works
DEPARTMENT HEAD: Razi Hosseini, P.E., R.P.L.S.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Professional Services Agreements: On-Call Traffic Engineering Consulting Services
SUMMARY:
An ordinance approving the negotiation and execution of five On-Call Traffic Engineering Services Agreements with Kimley-Horn and Associates, Inc., Pape-Dawson Consulting Engineers, Inc., WSP USA, Inc., Civil Engineering Consultants and RPS Infrastructure Inc., each in the amount not to exceed $500,000.00 annually to provide as needed professional traffic engineering consulting services. Each agreement is for a term of one year, with an option to renew for up to two additional one-year extensions at the City’s discretion under the same terms and conditions for a possible maximum contract total value not to exceed $2,500,000.00 annually.
BACKGROUND INFORMATION:
On-call contracts are utilized when multiple projects are to be delivered through various programs and funding sources within a limited timeline and specific projects (scope and limits) are not initially known. The Public Works Department previously contracted with three consultants which provided on-call traffic engineering services for traffic engineering projects. However, those previously executed contracts will expire in November 2020.
These On-Call Traffic Engineering Consulting Services Agreements will be available to all City of San Antonio (City) departments and will address all aspects of traffic engineering to include traffic-related studies, investigations and remediation plans. Utilizing these on-call contracts allows for the expedited delivery of transportation systems planning, roadway design, traffic engineering studies, traffic operations design, bicycle and pedestrian facilities and provides a cost savings to the City based on negotiated rates for a larger volume of work.
Procurement of Services
A Request for Qualifications (RFQ) was released in January 31, 2020 in the San Antonio Hart Beat, the City’s website, the Texas Electronic State Business Daily, on TVSA and through the online bidding website CivCast. Responses were due on March 16, 2020, and fifteen (15) submittals were received. A selection committee made up of City staff from the Public Works Department (PWD) evaluated and ranked the submissions. PWD staff evaluated and ranked the submissions and scored the submittals. Scoring was based on the published evaluation criteria, which included Evaluation of Experience and Qualifications of the Prime Firm, the Understanding of the Project and Proposed Management Plan, and Experience with issues in the San Antonio Region and Past Experience with City of San Antonio Contracts.
This solicitation was identified as High profile and was presented to the Audit and Accountability Committee.
Due to the utilization of federal dollars, the Disadvantaged Business Enterprise (DBE) program of the State of Texas was utilized in place of the Small Business Economic Development Advocacy (SBEDA) Program. The DBE goal for this project is 8%.
This contract was developed utilizing a formal Request for Qualifications (RFQ) process; therefore, as required by the Ethics Ordinance, a Contracts Disclosure Form has been attached for each of these firms.
ISSUE:
This ordinance approves the negotiation and execution of five On-Call Traffic Engineering Services Agreements with Kimley-Horn and Associates, Inc., Pape-Dawson Consulting Engineers, Inc., WSP USA, Inc., Civil Engineering Consultants, and RPS Infrastructure Inc., each in the amount not to exceed $500,000.00 annually to provide as needed traffic engineering services. Each agreement is in an amount not to exceed $500,000.00 per year for a term of one year, with an option to renew for up to two additional one-year extensions under the same terms and conditions for a possible maximum contract total value not to exceed $2,500,000.00 annually.
These on-call contracts will be utilized for the expedited delivery of transportation systems planning, roadway design, traffic engineering studies, traffic operations design, bicycle and pedestrian facilities.
The utilization of these professional traffic engineering consulting services will be defined by the need of each project. Services to be provided under these agreements may include, but are not limited to the following:
Transportation Systems Planning
• Policy Planning
• Systems Planning
• Subarea/Corridor Planning
• Land Planning/Engineering
• Feasibility Studies
Schematic Development
• Route Studies and Schematic Design (Minor Roadways)
• Route Studies and Schematic Design (Major Roadways)
Roadway Design
• Minor Roadway Design
• Major Roadway Design
Traffic Engineering Studies
• Traffic Engineering Studies
• Highway-Rail Grade Crossing Studies
• Traffic Signal Timing
• Traffic Control Systems Analysis, Design and Implementation
• Intelligent Transportation System
Traffic Operations Design
• Signing, Pavement Marking and Channelization
• Illumination
• Signalization
• ITS Control Systems Analysis, Design and Implementation
• Rail-Highway Design
Bicycle and Pedestrian Facilities
• Bicycle and Pedestrian Facility Development
Material Inspection and Testing
• Materials Engineering
• Portland Cement Concrete Placement
Geotechnical Services
• Soil Exploration
• Geotechnical Testing
• Transportation Foundation Studies
Surveying and Mapping
• Right of Way Surveys
• Design Survey
• Construction Survey
Utility Engineering
• Subsurface Utility Engineering
In the event additional services are required outside the scope of any work order, the scope of services and any additional fees related to these services will be agreed upon by the City and the Consultant in writing and in advance of these services being performed.
ALTERNATIVES:
City Council could choose not to approve these on-call contract agreements and require separate Request for Qualifications (RFQ) for each individual project or program management need and select firms based on qualified experience in working with similar projects or programs. However, separate solicitation processes for each of these projects and programs will significantly impact the timely delivery of future capital improvement projects and programs.
FISCAL IMPACT:
This ordinance authorizes the negotiation and execution of five On-Call Traffic Engineering Services Agreements with Kimley-Horn and Associates, Inc., Pape-Dawson Consulting Engineers, Inc., WSP USA, Inc., Civil Engineering Consultants, and RPS Infrastructure Inc., each in the amount not to exceed $500,000.00 annually. Funds are not encumbered by this action. Potential funding sources may include, but are not limited to, the General Fund, Certificates of Obligations, Advanced Transportation District (ATD) Program, Neighborhood Access & Mobility Program (NAMP) funds, Federal funds, and other debt funding.
Requirements for each task shall be detailed in individual task orders assigned. The City makes no minimum guarantee pertaining to the volume of work that each may be expected from each consultant. If funding for any work activities was not previously appropriated, funding will be identified and appropriated through subsequent City Council action.
RECOMMENDATION:
Staff recommends approval of this ordinance authorizing the negotiation and execution of five On-Call Professional Services Agreements for Citywide Traffic Engineering Consulting Services.