DEPARTMENT: Public Works
DEPARTMENT HEAD: Razi Hosseini, P.E., R.P.L.S.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Advance Funding Agreement & Professional Services Agreements: Congestion Mitigation and Air Quality Improvement (CMAQ) - Citywide Traffic Signal Optimization
SUMMARY:
Consideration of the following items related to the Congestion Mitigation and Air Quality (CMAQ) Citywide Traffic Signal Optimization Program located Citywide:
A. An ordinance approving the execution of an Advance Funding Agreement between the City of San Antonio and the Texas Department of Transportation (TxDOT), accepting grant reimbursement in the estimated amount not to exceed $3,600,000.00 from TxDOT for non-construction related expenses and authorizing payment in the amount not to exceed $25,200.00 to TxDOT for administrative oversight of federal funds; and amending the FY 2021 - FY 2026 Capital Improvement Program with grant funds in the reimbursable amount of $3,600,000.00 for the Congestion Mitigation and Air Quality (CMAQ) Citywide Traffic Signal Optimization Program. Funds are available from the Revised FY 2021 General Fund and FY 2021 Advanced Transportation District Fund and General Fund to fund the required local match and associated administrative oversight costs.
B. An ordinance approving the execution of four On-Call Traffic Signal Optimization Engineering Services Agreements with Kimley-Horn and Associates, Inc., Pape-Dawson Consulting Engineers, Inc., Iteris, Inc. and Jacobs Engineering Group, Inc., each in the amount not to exceed $375,000.00 annually to provide as needed professional traffic signal optimization engineering consulting services related to the Congestion Mitigation and Air Quality (CMAQ) Citywide Traffic Signal Optimization Program. Each agreement is for a term of one year, with an option to renew for up to two additional one-year extensions for a possible maximum contract total value not to exceed $1,125,000.00.
BACKGROUND INFORMATION:
Project Background
The Congestion Mitigation and Air Quality Improvement (CMAQ) Citywide Traffic Signal Optimization Program was selected for funding through the Alamo Area Metropolitan Planning Organization (AAMPO) Transportation Improvement Program (TIP) to improve air quality by reducing travel time, number of stops, emissions and fuel consumption for vehicles traveling on the City’s top 100 corridors and minimize delays for all drivers. This agreement will allow the program costs to qualify for federal cost-sharing reimbursement up to the federally approved amount for a Local Agency Managed (LAM) project. LAM projects are managed by the City but receive federal funds administered through TxDOT. The funds paid to TxDOT by the City are for costs associated with oversight for the administration of the federal funds.
It is essential to evaluate every signalized intersection operated by the City of San Antonio every five years to ensure signal timing is optimized for the traffic conditions and further operational enhancements are not needed. Changes in traffic patterns due to new commercial and residential developments demand this analysis occurs regularly. Locations along the City’s top 100 corridors experience the most traffic and therefore should be prioritized for analysis. Data collected for this project will not only be used to evaluate and optimize existing signal timings but will also be used to identify and implement short term improvements (such as lane assignment changes or signal head changes) and also identify longer term improvements for other programs (such as future bond programs).
The City will utilize on-call traffic engineering consulting services to perform the evaluations. Tasks will include data collection and implementation of updated traffic signal timing plans along the City’s top 100 corridors. The program’s goal is to improve air quality by reducing travel time, the number of stops, emissions and fuel consumption for vehicles traveling on these corridors and minimizing delays for all drivers. Previous similar citywide projects showed an overall result of 32% fewer vehicular stops and 12% average reduction in travel time which resulted in a reduction of carbon monoxide emissions by 51%.
Procurement of Services
A Request for Qualifications (RFQ) for on-call traffic engineering consulting services needed for this program was released on July 22, 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 September 8, 2020, and nine (9) submittals were received. A selection committee made up of City staff from the City Manager’s Office, Public Works Department (PWD) and TxDOT evaluated, scored and ranked the submissions. Scoring was based on the published evaluation criteria, which included experience and qualifications of the prime firm; 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 a post-solicitation briefing was presented to the Audit and Accountability Committee on November 17, 2020.
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 0%.
This contract was developed utilizing the 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:
Consideration of the following items related to the Congestion Mitigation and Air Quality (CMAQ) Citywide Traffic Signal Optimization Program located in Citywide:
A. This ordinance approves the execution of an Advance Funding Agreement between the City of San Antonio and the Texas Department of Transportation (TxDOT), accepting grant reimbursement in the estimated amount not to exceed $3,600,000.00 from TxDOT for non-construction related expenses and authorizes payment in the amount not to exceed $25,200.00 to TxDOT for administrative oversight of federal funds for the Congestion Mitigation and Air Quality (CMAQ) Citywide Traffic Signal Optimization Program.
The Congestion Mitigation and Air Quality Improvement (CMAQ) Citywide Traffic Signal Optimization Program will improve air quality by reducing travel time, number of stops, emissions and fuel consumption for vehicles traveling on the City’s top 100 corridors and minimize delays for all drivers.
The Congestion Mitigation and Air Quality Improvement (CMAQ) Citywide Traffic Signal Optimization Program was selected for funding through the Alamo Area Metropolitan Planning Organization (AAMPO) Transportation Improvement Program (TIP). As a requirement of the TIP, the local agency is responsible for 20% of the program costs with the remaining 80% being provided federally through TxDOT. This Advance Funding Agreement with TxDOT will allow related project costs to qualify for federal cost-sharing up to the federally approved amount not to exceed $3,600,000.00. The required local match in the total amount of $900,000.00 and the associated administrative oversight costs in an amount not to exceed $25,200.00 will be the City of San Antonio's responsibility.
Approval of this ordinance will continue the City’s commitment to maintaining and improving existing programs in collaboration with other governmental agencies.
B. This ordinance approves the execution of four On-Call Traffic Signal Optimization Engineering Services Agreements with Kimley-Horn and Associates, Inc., Pape-Dawson Consulting Engineers, Inc., Iteris, Inc. and Jacobs Engineering Group, Inc., each in the amount not to exceed $375,000.00 annually to provide as needed professional traffic signal optimization engineering consulting services. Each agreement is in an amount not to exceed $375,000.00 per year for a term of one year, with an option to renew for up to two additional one-year extensions for a possible maximum contract total value not to exceed $1,125,000.00.
These on-call contracts will be utilized for the Citywide Traffic Signal Optimization Program with a goal of improving air quality by reducing travel time, number of stops, emissions and fuel consumption for vehicles traveling on the City’s top 100 corridors and minimize delays for all drivers.
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:
A. As an alternative, City Council could choose not to approve this Advance Funding Agreement; however, the City will lose the opportunity to receive reimbursement from TxDOT. The City would then be responsible to fund 100% of the costs to optimize the traffic signals. The most cost-effective option would be to approve the Advance Funding Agreement with TxDOT.
B. City Council could 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:
A. This ordinance authorizes the acceptance of funds from TxDOT for reimbursement in an amount not to exceed $3,600,000.00 in federal funds allocated to the City from TxDOT as a federal pass-through grant associated with costs for the Citywide Traffic Signal Optimization Program and authorizes payment in the amount not to exceed $25,200.00 to TxDOT for administrative oversight of federal funds.
The 20% match for this project is $900,000.00 and the City also will pay $25,200.00 for administrative oversight of federal funds associated with the program. This ordinance authorizes a one-time capital improvement expenditure in the amount not to exceed $25,200.00 to TxDOT; and amends the FY 2021 - FY 2026 Capital Improvement Program with grant funds in the reimbursable amount not to exceed $3,600,000.00 for the Congestion Mitigation and Air Quality (CMAQ) Citywide Traffic Signal Optimization Program.
Funds in the amount of $25,200.00 are available from the FY 2021 Advanced Transportation District Operating Budget and $600,000.00 is available from the Revised FY 2021 General Fund. The remaining $300,000.00 of the required local match is subject to City Council approval of FY 2022 annual budget.
B. This ordinance authorizes the execution of four On-Call Traffic Signal Optimization Engineering Services Agreements with Kimley-Horn and Associates, Inc., Pape-Dawson Consulting Engineers, Inc., Iteris, Inc. and Jacobs Engineering Group, Inc., each in the amount not to exceed $375,000.00 annually.
Funds are not encumbered by this action. Tasks related to these contracts are anticipated to be funded by the federal pass-through grant and local funds associated with the Citywide Traffic Signal Optimization Program. Additional 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 the following items related to the Congestion Mitigation and Air Quality (CMAQ) Citywide Traffic Signal Optimization Program located Citywide:
A. Approval of an Advance Funding Agreement between the City of San Antonio and TxDOT, accepting grant reimbursement in the estimated amount not to exceed $3,600,000.00 from TxDOT for non-construction related expenses and authorizing payment in the amount not to exceed $25,200.00 to TxDOT for administrative oversight of federal funds for the Congestion Mitigation and Air Quality Citywide Traffic Signal Optimization Program.
B. Approval of the execution of four On-Call Professional Services Agreements for Citywide Traffic Engineering Consulting Services.