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Home My WebLink About2021-07-13 - AGENDA REPORTS - PROJ C0063 ROADWAY SAFETY PLAN AMEND CONTR (2)17 Agenda Item: 17 CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR CITY MANAGER APPROVAL: DATE: July 13, 2021 SUBJECT: LOCAL ROADWAY SAFETY PLAN, PROJECT C0063 - APPROVE CONTRACT AMENDMENT DEPARTMENT: Public Works PRESENTER: Joel Bareng RECOMMENDED ACTION City Council: 1. Amend the existing contract with Kimley-Horn and Associates, Inc., to increase the scope of the Local Roadway Safety Plan, Project C0063 and authorize an expenditure authority increase in the amount of $49,783, for a total contract amount not to exceed $129,476. 2. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval. BACKGROUND In January 2020, the City of Santa Clarita (City) applied for and was awarded a Local Roadway Safety Plan (LRSP) grant from the California Department of Transportation (Caltrans) in the amount of $72,000 with a required local match of $8,000. On December 8, 2020, the City Council awarded a contract to Kimley-Horn and Associates, Inc., to develop an LRSP, which provides a framework to identify, analyze, and prioritize roadway safety improvements. Following notification of the grant award, Caltrans expanded the LRSP grant program and modified the allocation formula to be based on an agency's population and centerline miles rather than the fixed allocation of $72,000 to each agency. This formula change qualified the City to receive additional grant funds. In February 2021, the City applied for additional funds to expand the original scope of the LRSP to provide a more robust report. In March 2021, Caltrans approved the City's request for additional funds resulting in a total grant amount of $162,000 with a required local match of $18,000. Page 1 Packet Pg. 207 17 The additional scope will include the development of a high injury network, identifying additional safety emphasis areas, integrating the previously completed Systemic Safety Analysis Report with the LRSP, and evaluating the optimal placement of speed feedback signage. Completing and expanding the LRSP will enable the City to better prepare and qualify for future grant opportunities. Additionally, Caltrans will require agencies to have adopted an LRSP in order to apply for future Highway Safety Improvement Program grants. The remaining project budget will be used to acquire and install automated pedestrian and bicycle counters to better understand trail usage and travel patterns. This project exemplifies the City's commitment to developing a comprehensive traffic safety plan that aims to reduce the number of traffic -related collisions and fatalities and supports the Public Safety theme of the City's five-year strategic plan, Santa Clarita 2025. ALTERNATIVE ACTION Other action as determined by the City Council. FISCAL IMPACT Adequate funds were appropriated as part of the Fiscal Year 2021-22 budget in Local Roadway Safety Plan expenditure accounts C0063259-5161.001 (State Grant) and C0063233-5161.001 (TDA Article 8) to support the recommended action. ATTACHMENTS Kimley-Horn and Associates, Inc., Proposal (available in the City Clerk's Reading File) Page 2 1 Packet Pg. 208 June 2, 2021 Mark Hunter, AICP Transportation Planning Analyst City of Santa Clarita 23920 Valencia Bl, Suite 300 Santa Clarita, CA 91355 Re: Local Roadway Safety Plan (LRSP)- Request for Additional Services Change Order #1 Dear Mark, This letter proposes the addition of the following tasks, not included in our original contract for the Local Roadway Safety Plan (LRSP) project, dated December 18, 2020. Task 1 Development of a High Injury Network Kimley-Horn will analyze the existing collision data (fatal and severe injury collisions) and roadway network to develop a High Injury Network. This network will highlight where the greatest concentration of collisions resulting in injuries occur. In this analysis we will identify a subset of the roadway network where most collisions (>50%) are occurring. Creation of this network will help to determine which geographic areas the collisions are concentrated in and to prioritize investments within these areas. We will map the High Injury Network and incorporate it into the report. Task 1 Deliverables: High Injury Network (mapped and incorporated into report) Task 2 Development of Additional Emphasis Areas Kimley-Horn will identify five (5) additional emphasis areas for inclusion in the LRSP report. These additional concern. For each of the emphasis areas, we will outline existing trends in the area, potential goals for the City in these areas, and strategies to achieve these goals. These additional emphasis areas will be incorporated into the LRSP document. Task 2 Deliverables: Five (5) additional emphasis areas Task 3 Incorporate Previous SSAR and LRSP into one City Safety Plan In 2019, Kimley-Horn completed a Systemic Safety Analysis Report (SSAR) for the City, with a focus on pedestrians and bicyclists. We will incorporate this SSAR and the currently underway LRSP into one document Task 3 Deliverables: Incorporation of SSAR and LRSP into City Safety Plan kimley-horn.com 660 S. Figueroa St, Suite 2050, Los Angeles, CA 90017 213-354-9402 Page 2 Task 4 Location Recommendations for Speed Feedback Signage Kimley-Horn will determine the optimal location for speed feedback signage in the City, evaluating several roadway factors, such as average speed, collision history, and roadway geometry. We will also review the locations of the 8 existing speed feedback signs to determine if they should remain or be moved to other locations. Task 4 Deliverables: Speed feedback signage recommendations These services are outside of the scope of our original contract dated December 18, 2020 These efforts were completed under the terms and conditions of our original contract. Please email us at jean.fares@kimley-horn.com cc: kyle.mcgowan@kimley-horn.com or call me at 213-354-9402 if you have any questions or if you require any additional information. Very truly yours, KIMLEY-HORN AND ASSOCIATES, INC. Authorized By: Jean Fares, P.E. Sr. Vice President kimley-horn.com 660 S Figueroa St, Suite 2050 747-900-8401 Total Cost $ - $ - $ 10,222.48 $ 12,806.59 $ 16,781.38 $ 49,782.46 $ 49,782.46 $ 9,972.00 $ 10,222.48 $ 12,806.59 $ 9,972.00 48 48 71 71 50 50 91 260 Total Hours 480.45 4 0004 4 $36.99 $120.11 Project Support$ 20 20 45 45 25 25 50 50 140 18,033.97 $39.67 Analyst $128.81 $ - 0 0000 $57.84 $187.81 Professional $ 69 15 15 15 15 15 15 24 24 16,974.23 $75.76 $246.00 Sr. Professional$ - Kimley-Horn and Associates, Inc. 0 0000 Charge $92.23 $299.48 Principal-in- $ 3 3 3 3 2 2 3 3 11 2,841.41 QA/QC $79.55 $258.31 Local Road Safety Plan CITY OF SANTA CLARITA $ 8 8 8 8 36 10 10 10 10 11,452.40 $97.97 $318.12 $ Project Manager Direct RateBilling Rate Category/Title TOTAL COST: TOTAL HOURS Subtotal Labor: Overhead% w/o FCCMFee%Development of High Injury NetworkDevelopment of 5 Additional Emphasis AreasIncorporate SSAR and LRSP into unified Safety PlanSpeed Feedback Signage Location Recommendations Other Direct Costs 10% 1.12.13.14.1 194.64% Task 1: Task 2Task 3Task 4 EXHBIT 10-H Local Assistance Procedures Manual Cost Proposal Actual Cost-Plus-Fixed Fee or Lump Sum (Firm Fixed Price) contracts (Calculations for Anticipated Salary Increases) ConsultantKimley-Horn and Associates, Inc.Contract No. LRSPL-5450(100) Date 6/2/2021 1. Calculate average hourly rate for 1st Period of the contract (Direct Labor Subtotal divided by total hours) Direct Labor Total Hours Avg Hourly Subtotal per per Cost Contract Duration Rate Cost ProposalProposal $ 49,782.46 260$191.47 Period 1 Avg Hourly Rate /= 2. Calculate hourly rate for all periods (Increase the Average hourly rate for a period by proposed escalation %) Proposed Avg Hourly Rate Escalation Period 2 Avg Hourly Rate Period 1$191.47 +5%=$201.04 Period 3 Avg Hourly Rate Period 2$201.04 +5%=$211.10 Period 3$211.10 +5%=$221.65 Period 4 Avg Hourly Rate Period 4$221.65 +5%=$232.73 Period 5 Avg Hourly Rate 3. Calculate estimated hours per year (Multiply estimate % each period by total hours) Estimated % Total Hours Total Hours Completed Each per Cost per Period PeriodProposal Period 1100.00%*260=260Estimated Hours Period 1 Period 2*260=0Estimated Hours Period 2 Period 3*260=0Estimated Hours Period 3 Period 4*260=0Estimated Hours Period 4 Period 5*260=0Estimated Hours Period 5 Total100% Total=260 4. Calculate Total Costs including Escalation (multiply average hourly rate by the number of hours) Estimated Cost Avg Hourly RateHours Per Period (calculated above)(calculated above) Period 1$191.47 260$49,782.46 Estimated Hours Period 1 *= Period 2$201.04 0$0.00 Estimated Hours Period 2 *= Period 3$211.10 0$0.00 Estimated Hours Period 3 *= Period 4$221.65 0$0.00 Estimated Hours Period 4 *= Period 5$232.73 0$0.00 Estimated Hours Period 5 *= Total Direct Labor Cost with Escalation $49,782.46 = Direct Labor Subtotal before escalation $49,782.46 = Estimated total of Direct Labor Salary Increase =$0.00 Period 1 = Contract inception through 6/30/21Period 2 = 7/1/21 through 6/30/22 Period 3 = 7/1/22 through 6/30/23 Period 4 = 7/1/23 through 6/30/24 Period 5 = 7/1/24 through 6/30/25 Page 2 LPP 13-01January 14, 2015 EXHBIT 10-H1 Local Assistance Procedures Manual Cost Proposal Exhibit 10-H1 Cost Proposal Actual Cost-Plus-Fixed Fee or Lump Sum (Firm Fixed Price) Contracts (Design, Engineering and Environmental Studies) Note: Mark-ups are Not Allowed Prime ConsultantSubconsultant2nd Tier Subconsultant ConsultantKimley-Horn and Associates, Inc. Project No. C0063Contract No. LRSPL-5450(100) Date6/2/2021 DIRECT LABOR Classification/TitleNameHoursActual Hourly RateTotal Project ManagerJean Fares36$97.97$ 3,526.92 QA/QCAlyssa Phaneuf11$79.55$ 875.05 Principal-in-ChargeTBD0$92.23$ - Sr. ProfessionalTBD69$75.76$ 5,227.44 ProfessionalTBD0$57.84$ - AnalystTBD140$39.67$ 5,553.80 Project SupportTBD4$36.99$ 147.96 LABOR COSTS a) Subtotal Direct Labor Costs$ 15,331.17 b) Anticipated Salary Increases (see page 2 for calculation)$ - c) TOTAL DIRECT LABOR COSTS \[(a) + (b)\] $ 15,331.17 INDIRECT COSTS ( Rate:0.00%)$ - d) Fringe Benefits e) Total Fringe Benefits \[(c) x (d)\] f) FCCM( Rate:0.61%)g) Overhead \[(c) x (f)$ 93.52 h) General and Administrativei) Gen & Admin \[(c) x (h)\] ( Rate:194.64%)$ 29,840.59 $ 29,934.11 j) TOTAL INDIRET COSTS \[(e) + (g) + (i)\] 10%\]$ 4,517.18 k) TOTAL FIXED FEE \[(c) + (e) + (i)* fixed fee FIXED FEE l) CONSULTANT'S OTHER DIRECT COSTS (ODC) - ITEMIZE (Add additional pages if necessary) Description of ItemUnit CostTotal QuantityUnit Data Collection (Crossroads) $0.00$ - Travel/Mileage $0.00$ - $0.00$ - $0.00$ - $0.00$ - l) TOTAL OTHER DIRECT COSTS $ - m) SUBCONSULTANTS' COSTS (Add additional pages if necessary) Subconsultant 1: Subconsultant 2:$ Subconsultant 3:$ Subconsultant 4:$ (m) TOTAL SUBCONSULTANS' COSTS$ - (n) TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS \[(l) + (m)\]$ - TOTAL COST \[(c) + (j) + (k) + (n)\]$ 49,782.46 Page 3 of 5 January 2018 EXHBIT 10-H1 Local Assistance Procedures Manual Cost Proposal Exhibit 10-H Cost Proposal Actual Cost-Plus-Fixed Fee or Lump Sum (Firm Fixed Price) contracts (Calculations for Anticipated Salary Increases) ConsultantKimley-Horn and Associates, Inc.Contract No. LRSPL-5450(100) Date 6/2/2021 1. Calculate average hourly rate for 1st Period of the contract (Direct Labor Subtotal divided by total hours) Direct Labor Total Hours Avg Hourly Subtotal per per Cost Contract Duration Rate Cost ProposalProposal $ 15,331.17 260$58.97 Period 1 Avg Hourly Rate /= 2. Calculate hourly rate for all periods (Increase the Average hourly rate for a period by proposed escalation %) Proposed Avg Hourly Rate Escalation Period 2 Avg Hourly Rate Period 1$58.97 +5%=$61.91 Period 3 Avg Hourly Rate Period 2$61.91 +5%=$65.01 Period 3$65.01 +5%=$68.26 Period 4 Avg Hourly Rate Period 4$68.26 +5%=$71.67 Period 5 Avg Hourly Rate 3. Calculate estimated hours per year (Multiply estimate % each period by total hours) Estimated % Total Hours Total Hours Completed Each per Cost per Period PeriodProposal Period 1100.00%*260=260Estimated Hours Period 1 Period 20.00%*260=0Estimated Hours Period 2 Period 30.00%*260=0Estimated Hours Period 3 Period 40.00%*260=0Estimated Hours Period 4 Period 50.00%*260=0Estimated Hours Period 5 Total100% Total=260 4. Calculate Total Costs including Escalation (multiply average hourly rate by the number of hours) Estimated Cost Avg Hourly RateHours Per Period (calculated above)(calculated above) Period 1$58.97 *260=$15,331.17 Estimated Hours Period 1 Period 2$61.91 *0=$0.00 Estimated Hours Period 2 Period 3$65.01 *0=$0.00 Estimated Hours Period 3 Period 4$68.26 *0=$0.00 Estimated Hours Period 4 Period 5$71.67 *0=$0.00 Estimated Hours Period 5 Total Direct Labor Cost with Escalation $15,331.17 = Direct Labor Subtotal before escalation $15,331.17 = Estimated total of Direct Labor Salary Increase Transfer to Page 1 =$0.00 Period 1 = Contract inception through 6/30/21Period 2 = 7/1/21 through 6/30/22 Period 3 = 7/1/22 through 6/30/23 Period 4 = 7/1/23 through 6/30/24 Period 5 = 7/1/24 through 6/30/25 Page 4 of 5 January 2018 EXHBIT 10-H1 Local Assistance Procedures Manual Cost Proposal Exhibit 10-H1 Cost Proposal Certification of Direct Costs: I, the undersigned, certify to the best of my knowledge and belief that all direct costs identified on the cost proposal(s) in this contract are actual, reasonable, and allocable to the contract in accordance with the contract terms and the following requirements: 1. Generally Accepted Accounting Principles (GAAP) 2. Terms and conditions of the contract 3. Title 23 United States Code Section 112 - Letting of Contracts 4. 48 Code of Federal Regulations Part 31 - Contract Cost Principles and Procedures 5. 23 Code of Federal Regulations Part 172 - Procurement, Management, and Administration of Engineering and Design Related Service 6. 48 Code of Federal Regulations Part 9904 - Cost Accounting Standards Board (when applicable) All costs must be applied consistently and fairly to all contracts. All documentation of compliance must be retained in the project files and be in compliance with applicable federal and state requirements. Costs that are noncompliant with the federal and state requirements are not eligible for reimbursement. Local governments are responsible for applying only cognizant agency approved or Caltrans accepted Indirect Cost Rate(s). Prime Consultant or Subconsultant Certifying: Name: Anthony PodegraczTitle*:Vice President Signature: _______________________________________________ Date of Certification (mm/dd/yyyy): 6/2/2021 Email:anthony.podegracz@kimley-horn.com Phone Number:213-261-4040 Address:660 South Figueroa Street, Suite 2050, Los Angeles, CA, 90017 lower than a Vice President or a Chief Financial Officer, or equivalent, who has authority to represent the financial information utilized to establish the cost proposal for the contract. List services the consultant is providing under the proposed contract: Engineering Services Page 5 of 5 January 2018