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SARATOGA CITY COUNCIL
MEETING DATE: November 18, 2009 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: Kristin Borel DIRECTOR: John Cherbone
Public Works Analyst Public Works
SUBJECT: Citywide Signal Upgrade Project – Agreement for Professional Design Services
RECOMMENDED ACTION:
1. Approve Independent Contractor Agreement with Mark Thomas & Company Inc.
2. Authorize the City Manager to execute the same.
3. Authorize the Public Works Director to issues change orders for up to 25% of the Agreement
amount.
REPORT SUMMARY:
Background:
The Public Works Department has applied for and received CDBG grant money for the Citywide
Signal Upgrade Project. We plan to update existing signals with audible signals for the visually
impaired. The City plans to install a “vibrotactile” type of pedestrian signal. While a pedestrian’s
hand is on the pushbutton the device gives the pedestrian a vibration when the WALK signal is
on. This is an unobtrusive means of providing the visually impaired with 100% confidence that
the WALK light is on.
While inspecting the intersections to be upgraded it was noted that ADA design improvements
were needed at the majority of the intersections including, improving slopes, widening ramps,
and aligning the path of travel to the improved ramps. The decision was made to put out a RFP
to select a consultant to design improvements for all fifteen intersections and then have the
designs available for construction bidding at a later date.
Discussion:
In October 2009, the Public Works Department solicited bids for design services for the design
and construction drawings for Citywide Signal Upgrade Project. Nine companies responded with
cost proposals for the requested services. Bids ranged from $45,447 to $161,400. The lowest bid
in the amount of $45,447 was submitted by Mark Thomas & Company, Inc. They have a good
reputation and a successful track record for bringing projects to completion within estimated
timelines.
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After reviewing the proposal, staff is requesting that a 25% contingency be approved for this
project, bringing the total costs to $56,800. Some costs could not be determined until the actual
field work is done and staff is anticipating that surveying and additional ADA ramps may be
required. Even with this higher contingency, the amount is still lower than the second lowest bid
that the City received.
Therefore staff recommends that the Council approve the Agreement with Mark Thomas &
Company, Inc. and authorize the City Manager to execute the same.
FISCAL IMPACTS:
The CIP contains sufficient funds for the design services for the signal project and will be
reimbursed through the CDBG grant money.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The Contract will not be executed and design for the signal project will not be developed at this
time.
ALTERNATIVE ACTION:
None in addition to the above.
FOLLOW UP ACTION:
The Agreement will be executed.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
1. RFP
2. Consultant Proposal
2. Independent Contractor Agreement