TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: JULY 23, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AWARD OF CONTRACT TO TJKM TRANSPORTATION CONSULTANTS FOR THE DEVELOPMENT OF A CITYWIDE STREET SIGN PROGRAM (FUNDING SOURCE: AMERICAN RESCUE PLAN ACT FUND)
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SUMMARY
In May 2024, the City requested proposals for Citywide Street Sign Program Development Services. The project includes a street sign inventory, assessment, and development of a replacement program. As part of the inventory and assessment, location, sign description, photo documentation, GPS coordinates, and sign condition will be documented and made available in a database format. The consultant will provide a Citywide Street Sign Program with recommendations for sign additions and replacements, estimated costs, and possible funding sources. Three proposals were received, ranging from $47,500 to $238,193.56.
RECOMMENDATION
Recommended Action
Staff recommends the City Council award a contract to TJKM Transportation Consultants for the Citywide Street Sign Program and authorize the City Manager to enter into a contract in the amount of $238,193.56.
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ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
A. Refer the item back to staff for additional information.
B. Reject all bids and direct staff to rebid the project.
FINANCIAL REVIEW
The proposed contract with TJKM Transportation Consultants is in the amount of $238,193.56. The 2024-25 Budget includes $250,000 in American Rescue Plan Act (ARPA) funding to complete this project.
This purchase complies with all City purchasing guidelines, and bid and contract documents are available for review in the City Clerk’s Office.
The staff cost to prepare this report and administer this contract is estimated at $2,960 and is included in the operating budgets of the Community Services and Community Development Departments.
ANALYSIS
The purpose of the Citywide Street Sign Program development project is to facilitate a practical and cost-effective means of assessing and managing traffic and street name signs. The program will also allow the City to ensure all traffic and street name signs are in compliance with current Federal Highway Administration and California Manual on Uniform Traffic Control Devices (CAMUTCD) requirements.
The scope of work includes seven different tasks including:
• project management
• sign inventory and data collection
• development of a sign inventory database
• assessment and engineering evaluation of each sign
• development of a sign replacement program
• preparation of a final report
• database system training
Included in the inventory and data collection task is a comprehensive inventory, condition assessment of each sign, and identification of possible missing signs or incorrect signage. Sign characteristics that will be captured during the inventory include, but are not limited to: GIS coordinates; type of sign; sign photo; CAMUTCD code designation; retro-reflectivity; height of sign; type of post; and condition. The collected information will be provided to the City in a database format that will be uploaded into the City’s current GIS system. The final report will include a recommendation for signs that require replacement, cost estimates, and possible funding sources to fund the replacements.
In May 2024, the City issued a Request for Proposals (RFP) for Citywide Street Sign Program Development Services. The bid period closed on June 13, 2024, and three proposals were received. The three proposals were from Safety Network Traffic Signs in the amount of $47,500, TJKM Transportation Consulting in the amount of $238,193.56, and EVARI GIS Consulting in the amount of $172,856. Staff from both the Community Services and Engineering Divisions reviewed and rated each proposal. All four reviewers rated the proposal from TJKM Transportation Consulting as the one most closely meeting the needs of the City. EVARI is a GIS consulting firm that would contract with a Traffic Engineering firm to complete the project. Evari focused on the GIS elements of the project, while the other respondents focused on the sign inventory and impact the signs have on the community. EVARI’s relevant references were lighting and sidewalk projects and did not mention completing sign inventories and ensuring all signs meet regulatory standards. Additionally, EVARI would need to hire local staff to complete the project, while TJKM has the staff available to complete the project in a timely manner.
Interviews were held with Safety Network Traffic Signs and TJKM Transportations Consulting. Through the interview process, TJKM Transportation Consulting proved to be the strongest consultant for the project. Safety Network Traffic Signs lacks the experience and resources to complete each task as described in the Request for Proposals. The proposal from Safety Network Traffic Signs included the inventory and assessment process only, including data collection, condition assessment, compliance check, and a database with the collected information. Their proposal did not provide a report with recommendations for removal and replacement of signs. In addition, Safety Traffic Network Signs does not have traffic engineers on staff, so they do not have the ability to identify where signs are missing or may be incorrectly placed. Identification of missing or incorrectly placed signage was included in the required tasks.
TJKM has over fifty years of experience providing traffic engineering and transportation planning services, completing over 8,000 transportation projects throughout California. TJKM’s team is highly experienced in data collection and includes traffic and transportation engineers and GIS staff. Their team has completed several sign inventories with similar scopes of work throughout California including: Manteca, Merced County, San Luis Obispo County, and Yuba County. Staff checked references for TJKM, which all came back with positive feedback. Staff recommends awarding a contract to TJKM for Citywide Street Sign Program Development Services.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Economic Sustainability Plan, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Cari Dillman
Community Services Director Community Services Manager