December 20, 2005

SUBJECT:      Award of Contract to Design Pedestrian and Bicycle Circulation Improvements in the Tasman/Fair Oaks Area (F0511-35)

REPORT IN BRIEF

Approval is requested for the award of a contract to Kimley-Horn and Associates, Inc., of Oakland to plan and design pedestrian and bicycle circulation improvements in the Tasman/Fair Oaks area to enhance bicycle and pedestrian safety, improve access to the adjacent transit station and increase transit use, and guide pedestrians and bicyclists through the area to key destinations.

BACKGROUND

The Tasman/Fair Oaks Area Pedestrian and Bicycle Circulation Plan was adopted by Council in August 2004.  This plan identified a number of circulation improvements for implementation as part of the neighborhood transition from industrial to residential.  Many of these improvements are in the process of being implemented by the residential developers.  However, there are a number of projects that will need to be completed and/or coordinated by the City.

The project includes a direct trail connection from the John W. Christian Greenbelt to the Tasman Light Rail Station, signs which direct pedestrians and bicyclists to public transportation, pedestrian improvements at the Tasman/Fair Oaks and Weddell/Fair Oaks intersections, and the installation of sidewalks along portions of Morse Avenue and Weddell Drive.

DISCUSSION

In September 2005, the City issued a Request for Proposals to qualified engineering consulting firms for the design of the project described above.  Included in the successful consultant’s required scope of services was a public outreach effort, consisting of attendance at one neighborhood meeting, one Bicycle and Pedestrian Advisory Committee meeting and one City Council meeting.  Also included was the preparation of project documents which maximize the potential for capital funding from the Santa Clara Valley Transportation Authority (VTA) Community Design and Transportation Program (CDT).

Proposals were received from Kimley-Horn and Associates, Inc., of Oakland; Amphion Environmental, Inc., of Oakland; and DKS Associates of Oakland.

A team of City employees evaluated the proposals, based upon their adherence to Request for Proposals requirements; the depth of the project team’s experience and its relevance to the project; the proposer’s understanding of project requirements and its proposed methodology, management plan and timeline for the project; and total cost to the City.

The evaluation team unanimously recommends the award of a contract to Kimley-Horn and Associates.  The proposal from Kimley-Horn demonstrated the most relevant experience with similarly scaled projects as well as the best understanding of the skills and resources required to successfully complete this project. 

FISCAL IMPACT

Project costs will not exceed $105,128.  Funds are available, as follows:

The costs identified above are for design only; they do not include construction of the improvements.  The construction phase is currently on the unfunded project list, pending availability of outside revenue.  The structure of the VTA Community Design and Transportation grant program is such that funds are awarded in two separate phases:  planning/design and capital/construction.  When the design phase of the project is complete, staff will request funding for a capital proect which will include funds for construction.

RECOMMENDATION

It is recommended that Council award a contract to Kimley-Horn and Associates, Inc., in substantially the same form as the attached draft Consultant Services Agreement and an amount not to exceed $105,128, to plan and design pedestrian and bicycle circulation improvements in the Tasman/Fair Oaks area

Prepared by:

Elaine Wesely

Purchasing Officer

Reviewed by:

Mary J. Bradley

Director, Finance

Reviewed by:

Marvin Rose

Director, Public Works

Approved by:

Amy Chan

City Manager

Attachment

Draft Consultant Services Agreement(pdf)