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CITY OF CORTEZ 123 ROGER SMITH AVENUE CORTEZ, CO 81321 |
Kelly Koskie
Director of Finance
123 Roger Smith Ave
Cortez, CO. 81321
kkoskie@cortezco.gov
Memorandum
To: |
CORTEZ CITY COUNCIL |
From: |
SCOTT BAKER, GRANTS ADMINISTRATOR |
Date: |
4/3/2024 |
RE: |
City Selection of Contractors: Cortez Safe Roads Action Planning Project (SS4A Grant) |
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DISCUSSION |
The review committee consisted of Cortez Public Works, Finance, and Police Department management. Vendors herein recommended for contract have each met the requirements of the respective RFPs, illustrate synergy for the SS4A project and its public-engagement role, and reflect broad, practical experience with professional results. For the data-collection agent, the review committee selected AM Signal. For the project’s planner/engineer work, Bohannon-Huston (BHI) was selected. Generally speaking, the vendors who demonstrated the best mix of price-point, coherence, flexibility, and client responsiveness scored highest. Both of the selected contractors are Coloradan, with abundant experience working in smaller communities. In entirety, data-collection proposals were received from:
- AM Signal Littleton, CO $100,669
- IDAX Data Solutions Renton, WA $306,600
- VivaCity Labs Wilmington, UK $240,000
- GridMatrix Cupertino, CA $ [indeterminate]
In entirety, planner/engineer proposals were received from:
- Bohannon-Huston Inc. Englewood, CO $74,145
- Iteris, Inc. Santa Ana, CA $73,133
- JR Engineering Denver, CO $ [not given]
To fulfill our Cortez Safe Roads Project (SS4A), and efficiently stretch grant funds for maximum benefit, therefore, the review committee’s recommendation of AM Signal and BHI represent the best possible configuration to support public-engagement functions already underway at Cortez PD, and to produce a complete Safety Action Plan draft for City Council’s consideration. The City Grants Administrator has verified the candidates’ business standing and eligibility. Pending Council approval, we will submit the recommended proposals for contracting under the City Manager’s signature as soon as possible in order to expedite project launch by May 2024. |
BACKGROUND |
Awarded to the City in 2023, the USDOT Safe Streets & Roads For All Grant (SS4A) provides for professional services that lead to the creation of a Safety Action Plan in Cortez, which will identify remedies for traffic and mobility improvements as well as establish commitments to reducing crash fatalities and injuries. The Project is led by the Cortez Police Department, under Chief Knuckles. The grant funds of $203,390, along with in-kind City match dollars of $50,850, were secured last summer. Broadly, these funds provide for (1) staffing for public engagement on the topics of safety and injury abatement, (2) a data-collection agent that generates state-of-the-art video and digital analysis of traffic and mobility conditions in the City, and (3) an engineering consultant to compile an Action Plan draft that meets DOT Complete Streets and Vision Zero formulae. The practical goal of this Cortez Safety Action Plan is to allow the City a necessary basis for immediate follow-up requests for SS4A construction funds under the Bipartisan Infrastructure Law. Requests for Proposals (RFP) for the two vendor roles were drafted in September 2023 and posted in October. At the time, the City was additionally making significant efforts with respect to financial compliance duties with the funder (Federal Highway Administration, under USDOT). Four proposals were received for data-collection services; only one was received for the engineer/planner role. The latter was deemed insufficient for response and the RFP was therefore postponed pending selection of the data-collection vendor; the second RFP was then redrafted for posting in February 2024. This time, three proposals were received for the engineer/planner consulting service, with a selection finalized in March. |
FISCAL IMPACT |
The grant funds are budgeted to cover 100% of these contract costs. For its match portion with the grant, the City of Cortez has already committed in-kind resources (e.g., office supply, public outreach materials, etc.). Moreover, Public Works, Finance, and the Police Department provides ongoing guidance for the project, while the Cortez Police Department will supervise contractor executions and deliverables. |
RECOMMENDATION |
Per the recommendations of the review committee, the City Grants Administrator asks for Council approval of the AM Signal proposal of $100,669 and the BHI proposal of $74,145, respectively pertaining to data-collection and planning services, in order to enter into respective contracts for each. |
MOTION |
If agreed upon by the City Council, a possible motion would be: I move that the bid submitted by AM Signal in the amount of $100,669 for its data-collection platform, and the bid submitted by Bohannon-Huston in the amount of $74,145 for transportation planning/engineering services, be approved, authorizing City Manager Drew Sanders to negotiate and sign contracts with each in order to proceed with the Cortez Safe Roads Project (SS4A) grant. |
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