SR 11-13-2018 3E
City Council
Report
City Council Meeting: November 13, 2018
Agenda Item: 3.E
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To: Mayor and City Council
From: David Martin, Director, Transportation Planning
Subject: Award Contract for On-Call Transportation Planning and Engineering Design
Services and Establish Short List of Pre-Qualified Consultants
Recommended Action
Staff recommends that the City Council:
1. Establish a pre-qualified list for Transportation Planning and Engineering Design
Services as part of RFQ #183 consisting of Toole Design Group, Fehr & Peers,
KOA Corporation, and Stantec Consulting Services, Inc. (all California-based
companies) for locally funded projects.
2. Authorize the City Manager to negotiate and execute an agreement with Toole
Design Group, in an amount not to exceed $750,000 for three years with one
two-year renewal option in the amount of $500,000, for a total amount not to
exceed $1,250,000 over a five-year period, with future year funding contingent on
Council budget approval. This is an on-call agreement and funding would be
identified for associated projects and tasks.
Summary
Recently, the City Council has approved new approaches to streamline the ability to
procure design and construction services to expedite delivery of needed public
improvements. In a similar effort to incorporate innovative procurement efficiencies by
identifying an on-call consultant and developing a shortlist of pre-qualified vendors for
broadly defined services, the Mobility Division is seeking to deliver projects more quickly
and in ways better suited to the current marketplace (Attachment A). The procurement
processes for Mobility projects were designed for large, complex capital improvements
and correspondingly require more time for consultant selection and contract execution.
Mobility projects that are smaller in scope and budget, such as safety analysis and
design of “quick build” pedestrian and bicycle enhancements in support of Vision Zero,
routinely go through the same process, causing significant delays and additional cost to
the City in terms of staff time and lost productivity. In order to streamline the selection
and contract execution processes to allow for the delivery of these smaller-scale
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projects more expeditiously staff recommends awarding a professional services
agreement for on-call transportation planning and engineering design services to Toole
Design Group. This would reduce staff time spent on RFP postings and contract routing
and would enable rapid deployment of priority projects.
Discussion
The Mobility Division does not currently have an efficient delivery model for
transportation planning and engineering design projects that require expedited delivery.
For example, Vision Zero improvements - roadway safety projects designed to eliminate
fatal and severe injury crashes on City streets – would be subject to existing
procurement and contract execution procedures which could take up to 10 months.
While existing procurement processes work well for large, complex projects for which
they were created, the lengthier processes hinder the City’s ability to quickly conduct
necessary studies and deliver small- to medium-sized design projects. Staff
recommends utilizing an on-call transportation planning and engineering designer that
would allow the City to facilitate study and design efforts on an expedited timeline. This
procurement method is a model currently used by the City that ensures a transparent,
competitive process with efficient delivery of projects
An on-call transportation planning and engineering designer would be able to quickly
provide analysis, design, and construction documents for projects such as, but not
limited to, “quick build” pedestrian and bicycle treatments, design of curb extensions,
protected bikeway feasibility assessment, and crash data and safety analysis in support
of Vision Zero target locations. By having a single consultant under contract, the City
will be able to move more quickly in requesting and negotiating a scope and budget and
advancing small to medium sized design and analysis efforts.
The short list of pre-qualified consultants would be reserved primarily for larger loc ally
funded projects. The short list would competitively bid on projects as needed and would
follow standard procurement thresholds for each of those separate efforts. The pre-
qualification of these consultants will save time for staff to obtain and review proposals.
Vendor/Consultant Selection
RFQ Data
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RFQ Posting Date RFQ Posted
On
RFQ Advertised In
(City Charter &
Municipal Code)
# of
Vendors
Download
ed
# of
Submittal
s
Received
Date
Publicly
Opened
07/30/2018 City's Online
Bidding Site
Santa Monica Daily
Press 109 10 09/05/2018
Pre-qualified List Selection Criteria
Toole Design
Group
Fehr &
Peers
Municipal Code SMMC 2.24.073
Evaluation
Criteria
Experience/technical competence, project
management, ability to meet project work
plan & timeliness, cost/quality control, and
stability/references. KOA
Corporation
Stantec
Consulting
Services,
Inc.
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Justification to Short-List
The City received statements of qualifications from 10 vendors. The vendor responses
were reviewed by a selection panel from the Mobility Division and evaluated using the
evaluation criteria above, including their technical expertise and ability to promptly
respond to the City’s requests. Based on these criteria, the four vendors listed above are
recommended as the best qualified firms to be placed on a shortlist. The RFQ stated a
shortlist of up to four consultants would be created and this ensures competitiveness
among the most-qualified consultants when proposing for future projects. Staff
recommends Toole Design Group, the top-ranked firm, as the best qualified firm to
provide as-needed transportation planning and engineering design services and be
awarded an on-call contract not to exceed $750,000 for three years with one two-year
renewal option in the amount of $500,000, for a total not to exceed amount of
$1,250,000 over a five-year period.
Staff will utilize the shortlist as required. Work efforts that utilize the shortlist will be
subject to Council approval if the dollar amounts are at or above the Council approval
thresholds.
Past Council Actions
Meeting Date Description
06/28/16 (attachment A) Council gave staff direction to pilot or implement new methods of
procurement.
Financial Impacts and Budget Actions
Staff seeks authority to award a professional services agreement with Toole Design Group for
on-call transportation planning and engineering design services.
Professional Services Agreement Request: Toole Design Group
Request
Amount
FY 2018-2019 Budget Department/CIP
Account # Total Contract Amount
$250,000
Funding will come from various
accounts and be identified as projects
requiring transportation planning and
$1,250,000
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engineering design services are
identified.
Future year funding is contingent on Council budget approval.
Prepared By: Joseph SanClemente, Principal Transportation Planner
Approved
Forwarded to Council
Attachments:
A. June 28, 2016 Staff Report (Web Link)
B. TDG_Oaks
Toole Design Group56
57Santa Monica Transportation Planning and Engineering Services
Toole Design Group, LLC
Jennifer Toole, AICP, ASLA, William Schultheiss, P.E., Eric Mongelli, P.E., RJ Eldridge, and Nicholas Jackson.
Jennifer Toole, AICP, ASLA, President
301.927.1900
9.4.2018
PresidentJennifer Toole, AICP, ASLA
compliance@tooledesign.com
REFERENCE:
Agreement No. 10777
(CCS)