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CC - Item 7D - Residential Street Resurfacing Project - Award of ContractROSEMEAD CITY COUNCIL STAFF REPORT TO: THE HONORABLE MAYOR AND CITY COUNCIL FROM: JEFF ALLRED, CITY MANAGER DATE: JULY 26, 2011 SUBJECT: RESIDENTIAL STREET RESURFACING PROJECT — CONTRACT AWARD FOR GENERAL SURVEYING SERVICES SUMMARY As part of the City's Fiscal Year 2010 -11 Capital Improvement Program, the City Council approved a program entitled "Residential Roadway Resurfacing The project includes asphalt concrete overlay, sidewalk repairs, curb ramp construction, traffic striping, signage. installation and tree planting on nine (9) residential streets. Prop 1B and Gas Tax funds were allocated for this project. Some of the residential streets need a complete reconstruction. Therefore, topographic surveys and monumentation need to be performed prior to moving on to design and construction phases. Staff requested proposals from five (5) different consultants for the survey work. Staff Recommendation Staff recommends that the City Council: 1. Authorize the City Manager to execute a contract on behalf of the City with CEJ Engineers Inc. for the Residential Street Resurfacing Project for the bid amount of $34,500. DISCUSSION The City of Rosemead received an appropriation of $854,000.00 from Proposition 1B, the State Transportation Bond approved by voters in November 2006. Proposition 1B was intended for use on a variety of street improvement projects that included pavement maintenance, rehabilitation and /or reconstruction work. The intent of the the Proposition was to reduce local traffic congestion and prevent infrastructure deterioration. Staff has designated nine (9) residential streets (see Attachment 1) for repair, based on the City's Pavement Management Program (PMP). The PMP identifies and evaluates pavement conditions and determines the causes of deterioration rating the pavement conditions from 0 to 100. APPROVED FOR CITY COUNCIL AGENDA: I'T'EM NO. 1p City Council Meeting July 26, 2011. Paoe 2 of 2 City staff requested proposals for General Surveying Services from five (5) consultant companies and received four (4) sealed bids with the following results: 1 CEJ Engineers, Inc. Brea, CA $ 34,500 2 Joseph C. Truxaw & Assoc. Inc. Orange, CA $ 41,000 3 Danielson Surveying Sylmar, CA $ 43,520 4 Boghossian & Assoc. Inc Glendale, CA $ 48,200 Staff has reviewed the bid documents for completeness and investigated the consultants' backgrounds and recent projects for competency. Staff has concluded that CEJ Engineers, Inc. is the lowest responsive bidder to perform this project. FINANCIAL REVIEW Funding for this project was approved by the City Council as part of the City's FY 2010- 11 Capital Improvement Program budget. There are $854,000 in Proposition 1B funds and $200,000 in Gas Tax funds, for a total of $1,054,000, available for the Residential Street Resurfacing Project. ENVIRONMENTAL REVIEW The project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 (a) of the CEQA Implementing Guidelines. PUBLIC NOTICE This agenda item has been noticed through the regular agenda notification process. Prepared by: ,% /� Rafael Fajardo Associate Civil Engineer Submitted by: Chris Marcarello Public Works Director ucien J. LeBlanc, P.E. City Engineer Lucien J. LeBlanc, RE City Engineer City of Rosemead 8838 - East Valley Blvd Rosemead, CA-91770 Date: July 7, 201 1 RE: Proposal for Providing General Surveying Services For the 20 1 020 1 -1 Residential Street Resurfacing Project Dear Mr. LeBlanc: n�vreerz, Inc CEJ Engineers, Inc. appreciates the opportunity submit this proposal to provide General Surveying Services for the subject project. The services shall include, but will not be limited to: general surveying services, in connection with the 2010 -2011 Residential Street Resurfacing Project. The following is a brief - outline of the proposed scope of services, and - fee to complete the objectives -of the project. PROJECT UNDERSTANDING The City's proposed project is to begin in October 1- December 31, 2011 and consists of AC removal and replacement, planting parkway trees, surface grinding, placing asphalt overlay, curb, gutter replacement centerline monument installation and appurtenances. The limits of the project are as follows: 1. Ivar Avenue — From Garvey Avenue to Ramona Avenue. 2. Bartlett Avenue- From Garvey Avenue to Ramona Avenue. 3. Muscatel Avenue- From Mission Road to Grand Avenue. 4. Steele Street- From Rio Hondo Avenue to Ellis Lane 5. Fern Avenue- From Walnut Grove to Earle Avenue 6. Fern Avenue- From Earle Avenue to Angelus Avenue 7. Fern Avenue- From New Avenue to Jackson Avenue 8. Grand Avenue- From Rosemead Avenue to Walnut Grove Avenue 9. Glend on Way- From Muscatel Avenue to Rosemead Blvd 10. Hart Avenue- From Ramona Blvd to Marshall Avenue 11. Dequine Avenue- From Eagley Avenue to Garvey Avenue SCOPE OF SERVICES A. HORIZONTAL CONTROL MAINTENANCE 1. Centerline Horizontal Control Research. We will perform centerline and horizontal control i.e. existing centerline ties and monuments (spike and washers, well monuments, L&T's, etc.) if required in addition to the City provided information. 2. Horizontal Control. We will perform all required and necessary field work to located City of Rosemead — General Surveying Services Proposal and tie out existing centerline control before project commencement that may be disturbed by the proposed street improvements. 3. Temporary Control. After project completion, we will provide temporary control for assisting the contractor in placing all proposed new well monuments per City Standard No. 508 -001. 4. Reset Centerline Ties.-After project completion, we will reset centerlines ties as needed (tangent ties are required) at all -curb returns, etc., where centerline ties have been disturbed - missing. All monument domes that are installed by the Contractor per City Standard Plan No.S08 -001, will be punched with centerline intersection "blank". 5. Provide tie notes and corner records. After project completion, we will provide all tie notes, corner records, etc. for all horizontal centerline control set. Record all documents with Los Angeles County-Department of Public Works Survey Division and.will provide digital files. Field Design Survey for Steele (Rio Well to Ellis Avenue) We will perform cross - sectional survey ai 25 -foot intervals for top of curb, flow line, existing grade elevation of asphalt, edge of gutter, grade breaks elevations as well as at street center lines. The survey will extend to the right of way or to the face of walls, which- ever is less. The survey will establish horizontal and vertical control, and establish line and -grade of existing street improvements, including driveways and asphalt pavement. a) Base Man We will prepare a base map for the street showing right of way, existing curb and gutter, driveway approaches, sidewalk, trees, utility pull boxes, traffic loops, striping, etc. including all substructures such as sewer, water, phone, cable, gas, etc. b) Deliverables We will submit an original stamped hard copy and One (1) CD of the electronic files (AutoCAD latest format). B. VERTICAL CONTROL Replace or Establish Benchmarks (Optional Task) Based on the benchmark information provide by the City and the Los Angeles County Public Works Division survey division, we anticipate 2 new benchmarks be established at the locations shown on the attachment. CITY PROVIDED ASSISTANCEQNFORMATION The following represents our interpretation of tasks and information provided by the City of Rosemead Department staff during the course of the field survey: CEJ Engineers, Inc. City of Rosemead — General Surveying Services Proposal 1. Provide access to City public improvement plans, reports, and records for the consultants use. PROPOSED FEE Our proposed fee is based on the proposal required format and is not to exceed lump sum fee amounts as follows: items A 1 -6 . Lump-sump fee amount is $ 31,000 Items.B_ 1 Lump sump is -$ 3,500 ( optional task Total Lump sump fee amount We look forward to discussing our proposal with you. Should you have any questions regarding this proposal, please contact me at (626) 893 -9266 Respectfully submitted, Joaquin Cervantes, P.E President CEJ Engineers, Inc. 2540 Country Hills Rd, Suite 163 Brea CA 92821 (626) 893 -9266 Attachments: Hourly Rates CEJ Engineers, Inc. Lucien J. LeBlanc, P.E . City Engineer City E Rosemead n^+� A ll, 8838 East Valle Blvd ��„ Rosemead, CA- 91770� Date: July 7, 201 1 RE: Proposal for Providing Surveying Services For the I Residential Street Resurfacing Project Dear Mr. LeBlanc: CEJ Engineers Inc. appreciates the opportunity to submit this proposal to provide General Surveying Services for the subject project. The services shall include, but will not be limited to: general surveying services, in connection with the 2010 -2011 Residential Street Resurfacing- Project. The following is a brief outline of the proposed scope of services, and - fee to.complete the objectives of the project. PROJECT UNDERSTANDING The City's proposed project is to begin in October 1- December 31, 2011 and consists of AC removal and replacement, plant ng parkway trees, surface grinding, placing asphalt overlay, curb, gutter replacement, centerline monument installation and appurtenances. The limits of the project are as follows: 1. Ivar Avenue — From Garvey Avenue to Ramona Avenue. 2. Bartlett Avenue- From Garvey Avenue to Ramona Avenue. 3. Muscatel Avenue- From Mission Road to Grand Avenue. 4. Steele Street- From Rio Hondo Avenue to Ellis Lane 5. Fern Avenue- From Walnut Grove to Earle Avenue 6. Fern Avenue- From Earle Avenue to Angelus Avenue 7. Fern Avenue- From New Avenue to Jackson Avenue 8. Grand Avenue- From Rosemead Avenue to Walnut Grove Avenue 9. Glend on Way- From Muscatel Avenue to Rosemead Blvd 10. Hart Avenue- From Ramona Blvd to Marshall Avenue 11. Dequine Avenue- From Eagley Avenue to Garvey Avenue SCOPE OF SERVICES A. HORIZONTAL CONTROL MAINTENANCE 1. Centerline Horizontal Control Research. We will perform centerline and horizontal control i.e. existing centerline ties and monuments (spike and washers, well monuments, L &T's, etc.) if required in addition to the City provided information. 2. Horizontal Control. We will perform all required and necessary field work to located City of Rosemead — General Surveying Services Proposal and tie out existing centerline control before project commencement that may be disturbed by the proposed street improvements. 3. Temporary Control. After project completion, we will provide temporary control for assisting the contractor in placing all proposed new well monuments per City Standard No. S08 -001. 4. Reset Centerline Ties. After project completion, we will reset centerlines ties as needed (tangent ties are required) at all curb returns, etc., where centerline ties have been-disturbed or missing. All monument domes that are installed by the Contractor per City Standard Plan No. S08 -001, will be punched with centerline intersection "blank ". 5. Provide tie notes and corner records. After project completion, we will provide all tie notes, corner records, etc. for all horizontal centerline control set. Record all - documents with Los Angeles County Department of Public Works Survey Division and.will provide digital files. 6. Field Design Survey for Steele (Rio Well to Ellis Avenue) We will perform cross - sectional survey at 25 -foot intervals top of curb, flow line, existing grade elevation of asphalt, edge of gutter, grade breaks elevations as well as at street centerlines. The survey will extend to the right of way or to the face of walls, which- ever is less. The survey will establish horizontal and vertical control, and establish line and -grade of existing street improvements, including driveways and asphalt pavement. a) Base Man We will prepare a base map for the street showing right of way, existing curb and gutter, driveway approaches, sidewalk, trees, utility pull boxes, traffic loops, striping, etc. including all substructures such as sewer, water, phone, cable, gas, etc. b) Deliverables We will submit an original stamped hard copy and One (1) CD of the electronic files (AutoCAD latest format). B. VERTICAL CONTROL Replace or Establish Benchmarks (Optional Task) Based on the benchmark information provide by the City and the Los Angeles County Public Works Division survey division, we anticipate 2 new benchmarks be established at the locations shown on the attachment. CITY PROVIDED ASSISTANCE /INFORMATION The following represents our interpretation of tasks and information provided by the City of Rosemead Department staff during the course of the field survey: CEJ Engineers, Inc. City of Rosemead — General Surveying Services Proposal 1. Provide access to City public improvement plans, reports, and records for the consultants use.' PROPOSED FEE Our proposed fee is based on the proposal required format and is not to exceed lump sum fee amounts as follows: Items A 1 -6 Lump sump fee amount is $ 31,000 Items B 1 Lump sump fee amount is $ 3,500 ( optional task Total Lump-sump fee amount $ 34,G00 We look forward to discussing our proposal with you. Should you have any questions regarding this proposal, please contact me at(626) 893 -9266 Respectfully submitted, Joaquin Cervantes, P.E President CEJ Engineers, Inc. 2540 Country Hills Rd, Suite 163 Brea CA 92821 (626) 893 -9266 Attachments: Hourly Rates CEJ Engineers, Inc. CEJ Engineers 2011 Hourly Rate Schedule 6 ENGINEERING DIVISION _Principal Engineer ........... .........................140.00 Project Manager ........ ............................... 120.00 Senior Project Engineer ........................... 110.00 Senior Engineer ....... ............................... 105.00 Associate Engineer ... ............................... 100.00 Design Engineer ......... ............................... 90.00 Designer II .................. ............................... 85.00 Designer I ................... ............................... 80.00 Jr. Designer/ CADD Drafter ........................ 75.00 Clericali?echnical Aide .............................. 55.00 SURVEYING DIVISION Senior Surveyor .............. .........................120.00 Senior Survey Analyst ..... .........................110.00 Survey Analyst II ............. .........................100.00 Survey Analyst I ............... ..........................85.00 Survey Party Chief .......... .........................100.00 Field Party (Three) ......... ..........................180.00 Field Party ( Two) ............. .........................140.00 Field Party (One) ...... .........................100.00 REIMBURSABLE EXPENSES Reproduction ..... ............................... Cost Subconsultant Services........ ............. Cost plus 10% Automobile Transportation ..................$0.51 / mile Delivery, Freight, Courier .....................Cost Agency Fees ......... ...........................Cost Commercial Travel / Subsistence......... Cost