CC - Item 4C - Safe Routes to School Project - Walnut Grove Avenue Enhancement - Award of Contract for Design Engineering ServicesROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: JEFF ALLRED, CITY MANAGER
DATE: DECEMBER 11, 2012
SUBJECT: SAFE ROUTES TO SCHOOL PROJECT — WALNUT GROVE AVENUE
ENHANCEMENTS — AWARD OF CONTRACT FOR DESIGN
ENGINEERING SERVICES
SUMMARY
As a part of the City's Fiscal Year 2012 -2012 Capital Improvement Program, the City
Council approved the "Federal Safe Routes to School Project ", which consists of the
construction of a raised landscaped median along Walnut Grove Avenue (from Marshall
Street to Valley Boulevard) and the installation of pedestrian safety enhancements in
areas surrounding Janson and Shuey Elementary Schools. This project is funded in part
by a Federal Safe Routes to School competitive grant award in the amount of $860,000.
As part of the grant requirements, the City is required to provide matching funds
towards the project. In accordance with these requirements, the City will fund the
design portion of the project using local Gas Tax funds. A request for proposal for the
design engineering services was sent to five (5) engineering firms in October 2012 and
three proposals were received.
Staff Recommendation
It is recommended that the City Council authorize the City Manager to enter into a
contract with RKA Consulting Group to complete the project design engineering and
federal funds administration with a not -to- exceed cost of $29,830.00.
DISCUSSION
In October 2011, the City of Rosemead was awarded a competitive grant in the amount
of $860,000 for a Safe Routes to School Project in the vicinities of Janson and Shuey
Elementary Schools. The project includes the installation of a raised landscaped median
that will run along Walnut Grove Avenue between Marshall Street and Valley Boulevard.
Additional traffic calming and pedestrian safety enhancements, including school safety
signage and crosswalk improvements, will also be installed in the proximity of both
schools.
On October 15, 2012, the Public Works Department distributed a Request for Proposals
to five (5) engineering firms for the design elements of this project. The selected
contractor will complete several tasks including a feasibility study, construction plans
ITEM No. C
City Council Meeting
December 11, 2012
Page 2 of 2
and specifications, cost estimates, and all administrative elements related to the federal
grant requirements.
At 10:00 a.m. on November 13, 2012, the Public Works Department received three (3)
proposals with the following results:
1 RKA Consulting Group Walnut, CA $29,830.00
2 Infrastructure Engineers Orange, CA $34,895.00
3 KOA Corporation Monterey Park, CA $44,100.00
Staff has reviewed the bid documents for completeness and investigated the
contractors' backgrounds and recent projects for competency. Staff has concluded that
RKA Consulting Group is the lowest responsible bidder to perform the design element
of this project.
Financial Review
Funding for this project is provided for in the City's approved Fiscal Year 2012 -13
Capital Improvement Program Budget. The total appropriation needed to award this
contract is $29,830.00. Funding for the engineering services portion of this project is
provided through Gas Tax Funds.
Prepared By:
OV/
Sean Sullivan
Management Analyst
Submitted By:
Chris Marcarello
Public Works Director
Attachments:
A. Scope of Services
CITY OF ROSEMEAD
PUBLIC WORKS /ENGINEERING DIVISION
REQUEST FOR PROPOSALS FOR PROFESSIONAL ENGINEERING SERVICES
INTRODUCTION
The City of Rosemead is requesting proposals from registered, professional engineering
firms to provide a variety of engineering services. The engineering services desired
include, but are not limited to, a feasibility study for the project, preparation of
construction plans, specifications and a cost estimate for construction, and a complete
Caltrans Construction (E -76) package approval for the Federal Safe Routes to School
Project — Walnut Grove Avenue Improvements.
BACKGROUND:
The City of Rosemead received funding in the amount of $860,000 from the Federal
Safe Routes to School program for Walnut Grove Avenue Improvements. The project
consists of the construction of a median from Marshall Street to Valley Boulevard and
additional safety improvements including striping and appurtenances.
SCOPE OF SERVICES
The following is a general outline of the scope of work to be provided by the consultant.
While it is intended that the following scope of work include all elements essential to
develop the project, those submitting proposals are advised to perform their own field
reconnaissance and include any items which they feel have been overlooked. The
consultant may also note any required items which they feel to be excessive or
unnecessary. The description and cost of such items should be noted separately in the
proposal. Services required to complete this project by the consultant shall include:
1. Prepare a Walnut Grove Transportation Improvement Feasibility Study Report
2. Preliminary Design Layout for Approval
(Consultant to Coordinate with City Staff and City's Landscape Architect during
Design Phase)
3. Final Design Phase
4. Prepare Construction Plans.
5. Prepare Striping Plans
1
6. Traffic Signal Improvements on Walnut Grove at Marshall and Valley (As
Necessary)
7. Prepare Construction Cost Estimate
8. Prepare Certifications and Checklists for E -76 Authorization (Complete).
9. Obtain E -76 Authorization from Caltrans.
Construction plan components may include, but are not limited to:
• Title Sheet and Location Map.
Utility Plans.
• Erosion Control Plans.
■ Roadway Plans, Profiles, Sections, Details and Construction Notes.
■ Traffic Signal Plans.
■ Striping Plans.
Each sheet of plans shall include the City of Rosemead title blocks and shall bear the
professional seal, certificate number, registration classification, and expiration date of
the professional responsible for their preparation. The signature of the responsible shall
include on final submittals.
Review submittals shall be half size (11" x 17 "); five copies. An electronic copy (PDF
format) will also be required.
Plans submittals shall be 70 %, 90% and 100 %. Final plans shall be formatted for 22" x
34" plans. Final submittal shall include one set plotted on mylar and electronic copies of
the AutoCAD files complete.
Construction Specifications
Construction of this project is federally funded, therefore; specifications shall be
prepared using the latest Caltrans Special Provisions boilerplates and most current
Standard Special Provisions and amendments.
Right of Way
Consultant shall identify all right of way needs for the project including Right of Way
Certifications (E -76).
2
Environmental Assessment
• CEQA
• NEPA (include Caltrans PES Form) and NES
Construction Support
• Attending pre- construction meeting.
Responding to Request for Information (RFI) on the design plans or in the special
provisions. (Note: Consultant shall be required to provide responses to
contractors' inquiries clarifying any errors, discrepancies, missing
information, and oversights in the PS &E during the construction period at no
cost to the City. This may involve revising the plans and specifications as
necessary to appropriately respond to the inquiries. Consultant shall provide
responses within two (2) working days after receiving the initial inquiry.
• Providing field visits during construction if necessary.
• Prepare As -Built Plans.
PROPOSALFORMAT
The proposal shall be submitted in the following format:
1. A Cover Letter summarizing the proposal.
2. Fee — Provide not to exceed fee budget for each item described in the above scope
of services.
3. Hourly rates — Provide hourly rates schedule for all work to be done under the scope
of services and for any extra work authorized by the City Engineer.
SELECTION PROCEDURE AND SCHEDULE
An award of this contract shall be based on a bid basis.
Tentative Schedule:
1. Proposal due date 10:00 a.m. November 13, 2012
2. Proposed Project Award November 27, 2012
Tentative Project Schedule:
1. Feasibility Study Completion
2. Preliminary Design Completion
3. Final Plans & Specifications Completion
4. Submittal of Caltrans E -76
5. Construction Begins
LIST OF DOCUMENTS
This is a list of documents attached for your information:
Location Map
Topographic Survey
DISCRETION AND LIABILITY WAIVER
February 1, 2013
April 1, 2013
May 1, 2013
June 1, 2013
September 1, 2013
The City reserves the right to reject all proposals or to request and obtain, from one or
more of the consulting firms submitting proposals, supplementary information as may be
necessary for City staff to analyze the proposals pursuant to the consultant selection
criteria contained here. The distribution of this RFP does not bind the City to award an
agreement.
The City is not liable for costs incurred by the consultant for the cost of the proposal.
The consultant, by submitting a response to this RFP, waives all rights to protest or
seek any legal remedies whatsoever regarding any aspect of this RFP.
All proposals shall be binding for a period of 60 days after the proposal due date.
DRAFT AGREEMENT
Attached is a draft copy of the "Professional Services Agreement'. The draft may be
subject to change and revision pursuant to review by the City Attorney.
DIRECTION FOR DELIVERY OF PROPOSAL
Two (2) copies of the sealed project proposal shall be delivered no later than 10:00
a.m., November 13, 2012, at the following location:
CITY OF ROSEMEAD
Public Works Department
8838 E. Valley Boulevard
Rosemead, CA 91770
Attn. Rafael Fajardo
Associate Civil Engineer
Z
UI
IW
of U)
ry
IL
G
0
a
0
J
U-
0
r
w
LL
U)
�
W
o
z
g
>
W
Er
°-
wU)
w
o
�
Nar A:e
f
J
W
z
w
W
>Qm
J
Ave
O
W
wfV
J
LL
a
0�>
®J
m
cD
0 0
2
�-
E
�-
U
~
a
Q
„
U
L
ID
a
U-
0
r
w
LL
>
w
�
Nar A:e
f
`
m
varAve
Ave
E V �
®J
m
2
Co Ej
m w
Muscatel Ave
m Muscael AVe
o E
a
„
—
L
ID
a
w
tt o
SamEtlA
� o
\
�
AVa j
DadlellAve
�.
Badloll
..
m d
N
cartAVe
em
w
e
W
N 4 U�
c�
i
Wzlnut Grave Ave
�Walnu[ Grove Ave
aAm:jo
inN -IVM
,mod arnkholdAve
Ruckho
a
0
S
-
p
4acT.n Or
'^
aN c5
e
—
EM.A.e
Eade Ava y
I D
Eakre
$ Q �
cnsMlu Ave
50 S+
:`a G21a $f
Vl-
Z � 1/�
Dalm Ave VJ
�.
Delta Ave
c.nsnirm Gl
°
�
m
m
C
c
scludotte Ave
I� =
chador
S chadoS4a Avl
NGhadeuGAVe
19 a..
u
t
-
�
Geydon Ave
m
� �
Ga do
� - V
S Gladys Ave
`"
seladys Ave
E
e
'�
a 5GIadYs AVe
Tvwn AVe
—
Twai
U-
0
r
w
LL