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HomeMy WebLinkAboutStaff Report 3591 City of Palo Alto (ID # 3591) City Council Staff Report Report Type: Consent Calendar Meeting Date: 4/1/2013 City of Palo Alto Page 1 Summary Title: On Call Traffic Safety Services Contract Title: Approval of Contract with D&M Traffic Services, Inc for a Total of $150,000 to Provide On Call Traffic Safety Services From: City Manager Lead Department: Planning and Community Environment Recommendation Staff recommends that Council approve and authorize the City Manager or designee to execute a contract with D&M Traffic Services, Inc. (Attachment A) in the amount of $150,000 with an option to renew for two additional one (1) year terms in the amount of $150,000 per year, for On-Call Traffic Safety Services. Background The contract for the On-Call Traffic Safety services provides for minor roadway improvements identified in response to community service requests such as sign installations, roadway marking, curb paintings and other miscellaneous safety improvements on an as-needed basis throughout the year. This contract with D&M Traffic Services will allow for the timely completion of work orders that are put together by the Transportation Division, which are a result of community service requests, internal requests from other departments, and the City’s Safe Routes to School Program. The On-Call Traffic Safety contract supported improvements that cannot be completed by the Department of Public Works due to resource impacts. Discussion The City received one proposal in response to the RFP solicitation for the On-Call Traffic Safety Services from D&M Traffic, who provides the City with current on-call services. City of Palo Alto Page 2 The solicitation and selection process is outlined below. Proposal Description/Number On-Call Traffic Management Services Proposed Length of Contract: 1 year (with two additional 1 year renewal options) Total Days to Respond to RFP: 27 days Pre-proposal Meeting Date: None Number of Proposals Received: 1 Proposals Received from: Location (City, State) Selected for oral interview? D&M Traffic Services San Jose, CA NO The proposals were judged by the following criteria:  Qualifications and experience of the staff,  Proposal quality and completeness,  Response time and ability to perform the work,  Fee The City released an (RFP) for the design of the On-call Traffic Safety services on November 8, 2012. As noted above, only one proposal was received in response to the RFP. An evaluation committee consisting of Public Works and Transportation Division staff reviewed the proposal and recommended moving ahead with the selection of D&M Traffic Services, based on proposal content, work experience and criteria identified in the RFP. City staff performed a reference check for D&M Traffic Services and concluded that they have a solid background in this type of work. They have prior work experience for the City of Palo Alto and have demonstrated the ability to complete projects in a timely fashion. Timeline City of Palo Alto Page 3 Immediately upon execution of a contract, staff will meet with D&M Traffic Services to begin work on the general street services work orders. City staff will provide D&M with a list of “work order” type improvement plans on a monthly basis to complete after review and written authorization to proceed. Resource Impact Funding in the amount of $150,000 for the On-Call Traffic Safety is included in the Capital Improvement Program through various transportation-focused projects, including Project PL- 12000 (Parking & Transportation Improvements), and PL-00026 (Safe Routes to School). Funding in future years is expected to be available from the same sources, if the annual options are renewed. Policy Implications The City’s Comprehensive Plan recommends that Traffic Safety be among the City’s top priorities. This contract is consistent with Comprehensive Plan “Goal T-6: A High Level of Safety for Motorists, Pedestrians, and Bicyclists on Palo Alto Streets”. Environmental Review No environmental review is required for this scope of work. Attachments:  Attachment A: Contract with D&M Traffic Services (PDF) Contract No. C13148319 Professional Services Rev. June 2, 2010 CITY OF PALO ALTO CONTRACT NO. C13148319 AGREEMENT BETWEEN THE CITY OF PALO ALTO AND D&M TRAFFIC SERVICES FOR PROFESSIONAL SERVICES This Agreement is entered into on this day of April, 2013, (“Agreement”) by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and D&M TRAFFIC SERVICES, a California corporation, located at 845 Reed Street, Santa Clara, CA, 95050, Telephone (408)591-3180 ("CONSULTANT"). RECITALS The following recitals are a substantive portion of this Agreement. A. CITY intends to maintain standard highway sign installations, roadway marking removal & installations and painting installation & removals (“Project”) and desires to engage a consultant to provide On-Call Services in connection with the Project (“Services”). B. CONSULTANT has represented that it has the necessary professional expertise, qualifications, and capability, and all required licenses and/or certifications to provide the Services. C. CITY in reliance on these representations desires to engage CONSULTANT to provide the Services as more fully described in Exhibit “A”, attached to and made a part of this Agreement. NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions, this Agreement, the parties agree: AGREEMENT SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described in Exhibit “A” in accordance with the terms and conditions contained in this Agreement. The performance of all Services shall be to the reasonable satisfaction of CITY. Optional On-Call Provision (This provision only applies if checked and only applies to on-call agreements.) Services will be authorized by the City, as needed, with a Task Order assigned and approved by the City’s Project Manager. Each Task Order shall be in substantially the same form as Exhibit A-1. Each Task Order shall designate a City Project Manager and shall contain a specific scope of work, a specific schedule of performance and a specific compensation amount. The total price of all Task Orders issued under this Agreement shall not exceed the amount of Compensation set forth in Section 4 of this Agreement. CONSULTANT shall only be compensated for work performed under an authorized Task Order and the City may elect, but is not required, to authorize work up to the maximum compensation amount set forth in Section 4. Contract No. C13148319 Professional Services Rev. June 2, 2010 SECTION 2. TERM. The term of this Agreement shall be from April 15, 2013 through April 14, 2014 unless terminated earlier pursuant to Section 19 of this Agreement. The City retains the option to renew this contract for up to two additional one (1) year terms SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the performance of Services under this Agreement. CONSULTANT shall complete the Services within the term of this Agreement and in accordance with the schedule set forth in Exhibit “B”, attached to and made a part of this Agreement. Any Services for which times for performance are not specified in this Agreement shall be commenced and completed by CONSULTANT in a reasonably prompt and timely manner based upon the circumstances and direction communicated to the CONSULTANT. CITY’s agreement to extend the term or the schedule for performance shall not preclude recovery of damages for delay if the extension is required due to the fault of CONSULTANT. SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT for performance of the Services described in Exhibit “A”, including both payment for professional services and reimbursable expenses, shall not exceed One Hundred Fifty Thousand Dollars ($150,000.00) per year. In the event Additional Services are authorized, the total compensation for services and reimbursable expenses shall not exceed One Hundred Fifty Thousand Dollars ($150,000.00) per year. The applicable rates and schedule of payment are set out in Exhibit “C-1”, entitled “HOURLY RATE SCHEDULE,” which is attached to and made a part of this Agreement. Additional Services, if any, shall be authorized in accordance with and subject to the provisions of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services performed without the prior written authorization of CITY. Additional Services shall mean any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described in Exhibit “A”. SECTION 5. INVOICES In order to request payment, CONSULTANT shall submit monthly invoices to the CITY describing the services performed and the applicable charges (including an identification of personnel who performed the services, hours worked, hourly rates, and reimbursable expenses), based upon the CONSULTANT’s billing rates (set forth in Exhibit “C-1”). If applicable, the invoice shall also describe the percentage of completion of each task. The information in CONSULTANT’s payment requests shall be subject to verification by CITY. CONSULTANT shall send all invoices to the City’s project manager at the address specified in Section 13 below. The City will generally process and pay invoices within thirty (30) days of receipt. SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All of the Services shall be performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it possesses the professional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have sufficient skill and experience to perform the Services assigned to them. CONSULTANT represents that it, its employees and subconsultants, if permitted, have and shall maintain during the term of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required to perform the Services.