CC - Item 2C - Garvey Avenue Sewer Improvemnet Project Award of Contract for Design EngineeringROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: JEFF ALLRED, CITY MANAGER
DATE: APRIL 8, 2014
SUBJECT: GARVEY AVENUE SEWER IMPROVEMENT PROJECT —
AWARD OF CONTRACT FOR DESIGN ENGINEERING
SUMMARY
As part of the July 2010 tax increment bond issuance by the former Redevelopment
Agency, the City included funding to increase capacity in the sanitary sewer system
along Garvey Avenue. The City's Sewer System Management Plan (SSMP), which was
completed in 2009, identified the sewer along Garvey Avenue as lacking sufficient
capacity to accommodate current and future land uses along this corridor. An increase
of sewer capacity in this area will help to prevent sewer system overflows as well as
accommodate any increased sewer volumes that could result from future development.
A Request for Proposal (RFP) was distributed to seven (7) local engineering firms that
have experience in sewer design services. Three (3) proposals were received and
reviewed by City staff. Funding for this project is provided entirely from bond proceeds
from the former Redevelopment Agency.
Staff Recommendation
It is recommended that the City Council authorize the City Manager to enter into a
contract with CEJ Engineers, Inc. for engineering design services related to the Garrey
Avenue Sewer Improvement Project in an amount not to exceed $65,700.00.
DISCUSSION
The sewer collection system within the City of Rosemead collects all sewage generated
in the City and conveys it to the Los Angeles County Sanitation Districts water
reclamation plant. The City's sewer system consists of 81 miles of cast iron, ductile iron,
or vitrified clay lines. Line sizes vary in size up to fifteen inches (15 "), with the majority
(approximately 95 %) being eight inch (8 ") diameter pipes. The City's sewer system also
falls within the County's Consolidated Sewer Maintenance District (CSMD), who is
responsible for the day -to -day maintenance of the system.
In August 2009, the City completed the Sewer System Management Plan (SSMP) in
order to reduce the potential for sewer system overflows. The SSMP involved a
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thorough analysis of the City's sanitary sewer infrastructure to help ensure the proper
maintenance and operation of the system. Also included in the SSMP was a system
assessment that evaluated the hydraulic capacity of the system. In this assessment,
several areas in the City were identified as needing additional sewer system capacity,
either based on existing conditions or potential future growth and development. One
such area included in this assessment was sewer infrastructure on Garvey Avenue.
The existing sewer infrastructure on Garvey Avenue carries sewer flows on a west to
east path that discharge into a Los Angeles County Sanitation District ( LACSD) trunk
line at the eastern edge of the City. Based on the findings in the sewer system
assessment, a preliminary analysis of the Garvey Avenue corridor was completed in
2013 and recommended three (3) alternatives to provide additional sewer capacity. Of
the three (3) alternatives reviewed, the preferred approach is the construction of a
sewer relief line along Bartlett Avenue from Garvey Avenue to Klingerman Street. The
proposed relief line in this area would help to divert additional sewer flows on the
existing west to east path. The relief line would provide added capacity to the City's
system by carrying additional flows from Garvey Avenue, south along Bartlett Avenue to
another LACSD trunk line on Klingerman Street (see exhibit below).
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This alternative is preferred for several reasons, including: (1.) The proposed location
will help to minimize construction activities and potential traffic impacts on Garvey
Avenue, a heavily traveled arterial roadway; (2.) During construction, traffic control costs
should be reduced by completing work on a less- traveled roadway; and (3.) Existing
underground utilities under Garvey Avenue leave very little space to accommodate a
new sewer relief line. Building a new line in this area could prove difficult and
expensive, with the relocation of some existing utilities and the need to utilize costly
shoring systems to prevent damage to existing utility infrastructure.
A Request for Proposal (RFP) was distributed to seven (7) local engineering firms with
experience in sewer system engineering. Sealed bids were received in the Public Works
Department until 10:00 a.m. on February 22, 2014. Public Works Staff received three
(3) proposals prior to this deadline. The proposals were analyzed for completeness and
cost and the results are summarized below.
Rank Proposer Location Bid Amount
1 CEJ Engineers, Inc. Irwindale, CA $ 65,700.00
2 RKA Consulting Group Walnut, CA $ 78,150.00
3 Infrastructure Engineers Orange, CA $ 79,875.00
Each of the proposals were reviewed and evaluated based on several criteria, including
an understanding of the scope of work, proposal accuracy, prior experience, and cost.
Based on this review it was determined that CEJ Engineers, Inc. (CEJ) submitted the
lowest cost responsive bid. CEJ is one of the City's current on -call engineering services
contractors and has completed design services for several of the City's capital
improvement projects.
FINANCIAL REVIEW
This project was included in the Fiscal Year 2013 -14 Capital Improvement Program and
is funded entirely through bond proceeds from the former Redevelopment Agency.
Prepared B
afael Fajardo
Associate Civil Engineer
Submitteed.. By:
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Chris Marcarello
Director of Public Works
Prepared By:
Sullivan
Management Analyst
Attachments:
A. Draft Agreement and CEJ Engineers Proposal
CITY OF ROSEMEAD
PROFESSIONAL SERVICES AGREEMENT
1. PARTIES AND DATE.
This Agreement is made and entered into this 8`" day of April, 2014 by and between
the City of Rosemead, a municipal organization organized under the laws of the State of
California with its principal place of business at 8838 E. Valley Blvd., Rosemead, California
91770 ( "City") and CEJ Engineers, Inc., a California Corporation with its principal place of
business at 15859 East Edna Place, Ste. 101 Irwindale, CA 91706 ( "Consultant"). City and
Consultant are sometimes individually referred to herein as "Party" and collectively as
"Parties."
2. RECITALS.
2.1 Consultant
Consultant desires to perform and assume responsibility for the provision of certain
professional services required by the City on the terms and conditions set forth in this
Agreement. Consultant represents that it is experienced in providing state mandated claim
reimbursement services to public clients, is licensed in the State of California, and is
familiar with the plans of City.
2.2 Project.
City desires to engage Consultant to render such services for the State Mandated
Law Enforcement Claims Reimbursement project ( "Project ") as setforth in this Agreement.
3. TERMS.
3.1 Scope of Services and Tenn.
3.1.1 General Scope of Services. Consultant promises and agrees to
furnish to the City all labor, materials, tools, equipment, services, and incidental and
customary work necessary to fully and adequately supply the professional consulting
services necessary for the Project ( "Services "). The Services are more particularly
described in Exhibit "A" attached hereto and incorporated herein by reference. All Services
shall be subject to, and performed in accordance with, this Agreement, the exhibits
attached hereto and incorporated herein by reference, and all applicable local, state and
federal laws, rules and regulations.
3.1.2 Term. The term of this Agreement shall be from April 8, 2014 to March
31, 2015, unless earlier terminated as provided herein. Consultant shall complete the
Services within the term of this Agreement, and shall meet any other established schedules
and deadlines.
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3.2 Responsibilities of Consultant.
3.2.1 Control and Payment of Subordinates; Independent Contractor. The
Services shall be performed by Consultant or under its supervision. Consultant will
determine the means, methods and details of performing the Services subject to the
requirements of this Agreement. City retains Consultant on an independent contractor
basis and not as an employee. Consultant retains the right to perform similar or different
services for others during the term of this Agreement. Any additional personnel performing
the Services under this Agreement on behalf of Consultant shall also not be employees of
City and shall at all times be under Consultant's exclusive direction and control. Consultant
shall pay all wages, salaries, and other amounts due such personnel in connection with
their performance of Services under this Agreement and as required by law. Consultant
shall be responsible for all reports and obligations respecting such additional personnel,
including, but not limited to: social security taxes, income tax withholding, unemployment
insurance, disability insurance, and workers' compensation insurance.
3.2.2 Schedule of Services. Consultant shall perform the Services
expeditiously, within the term of this Agreement, and in accordance with the Schedule of
Services set forth in Exhibit "B" attached hereto and incorporated herein by reference.
Consultant represents that it has the professional and technical personnel required to
perform the Services in conformance with such conditions. In order to facilitate
Consultant's conformance with the Schedule, City shall respond to Consultant's submittals
in a timely manner. Upon request of City, Consultant shall provide a more detailed
schedule of anticipated performance to meet the Schedule of Services.
3.2.3 Conformance to Applicable Requirements. All work prepared by
Consultant shall be subject to the approval of City.
3.2.4 Substitution of Key Personnel. Consultant has represented to City that
certain key personnel will perform and coordinate the Services under this Agreement.
Should one or more of such personnel become unavailable, Consultant may substitute
other personnel of at least equal competence upon written approval of City. In the event
that City and Consultant cannot agree as to the substitution of key personnel, City shall be
entitled to terminate this Agreement for cause. As discussed below, any personnel who fail
or refuse to perform the Services in a manner acceptable to the City, or who are
determined by the City to be uncooperative, incompetent, a threat to the adequate or timely
completion of the Project or a threat to the safety of persons or property, shall be promptly
removed from the Project by the Consultant at the request of the City. The key personnel
for performance of this Agreement are as follows: F. Andy Nichols.
3.2.5 City's Representative. The City hereby designates the Public Works
Director, or his or her designee, to act as its representative for the performance of this
Agreement ( "City's Representative "). City's Representative shall have the power to act on
behalf of the City for all purposes under this Contract. Consultant shall not accept direction
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or orders from any person other than the City's Representative or his or her designee
3.2.6 Consultant's Representative. Consultant hereby designates Joaquin
Cervantes, or his designee, to act as its representative for the performance of this
Agreement ( "Consultant's Representative "). Consultant's Representative shall have full
authority to represent and act on behalf of the Consultant for all purposes under this
Agreement. The Consultant's Representative shall supervise and direct the Services,
using his /her best skill and attention, and shall be responsible for all means, methods,
techniques, sequences and procedures and for the satisfactory coordination of all portions
of the Services under this Agreement.
3.2.7 Coordination of Services. Consultant agrees to work closely with City
staff in the performance of Services and shall be available to City's staff, consultants and
other staff at all reasonable times.
3.2.8 Standard of Care; Performance of Employees. Consultant shall
perform all Services under this Agreement in a skillful and competent manner, consistent
with the standards generally recognized as being employed by professionals in the same
discipline in the State of California. Consultant represents and maintains that it is skilled in
the professional calling necessary to perform the Services. Consultant warrants that all
employees and subcontractors shall have sufficient skill and experience to perform the
Services assigned to them. Finally, Consultant represents that it, its employees and
subcontractors have all licenses, permits, qualifications and approvals of whatever nature
that are legally required to perform the Services, including a City Business License, and
that such licenses and approvals shall be maintained throughout the term of this
Agreement. As provided for in the indemnification provisions of this Agreement,
Consultant shall perform, at its own cost and expense and without reimbursement from the
City, any services necessary to correct errors or omissions which are caused by the
Consultant's failure to comply with the standard of care provided for herein. Any employee
of the Consultant or its sub - consultants who is determined by the City to be uncooperative,
incompetent, a threat to the adequate or timely completion of the Project, a threat to the
safety of persons or property, or any employee who fails or refuses to perform the Services
in a manner acceptable to the City, shall be promptly removed from the Project by the
Consultant and shall not be re- employed to perform any of the Services or to work on the
Project.
3.2.9 Laws and Regulations. Consultant shall keep itself fully informed of
and in compliance with all local, state and federal laws, rules and regulations in any
manner affecting the performance of the Project or the Services, including all Cal /OSHA
requirements, and shall give all notices required by law. Consultant shall be liable for all
violations of such laws and regulations in connection with Services. If the Consultant
performs any work knowing it to be contrary to such laws, rules and regulations and without
giving written notice to the City, Consultant shall be solely responsible for all costs arising
therefrom. Consultant shall defend, indemnify and hold City, its officials, directors, officers,
employees and agents free and harmless, pursuant to the indemnification provisions of this
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Agreement, from any claim or liability arising out of any failure or alleged failure to comply
with such laws, rules or regulations.
3.2. 10 Insurance.
3.2.10.1 Time for Compliance. Architect shall maintain priorto the
beginning of and for the direction of this Agreement insurance coverage as specified in
Exhibit D attached to and part of this agreement.
3.2.11 Safety. Contractor shall execute and maintain its work so as to
avoid injury or damage to any person or property. In carrying out its Services, the
Contractor shall at all times be in compliance with all applicable local, state and federal
laws, rules and regulations, and shall exercise all necessary precautions for the safety of
employees appropriate to the nature of the work and the conditions underwhich the work is
to be performed. Safety precautions as applicable shall include, but shall not be limited to:
(A) adequate life protection and life saving equipment and procedures; (B) instructions in
accident prevention for all employees and subcontractors, such as safe walkways,
scaffolds, fall protection ladders, bridges, gang planks, confined space procedures,
trenching and shoring, equipment and other safety devices, equipment and wearing
apparel as are necessary or lawfully required to prevent accidents or injuries; and (C)
adequate facilities for the proper inspection and maintenance of all safety measures.
3.3 Fees and Payments.
3.3.1 Compensation. Consultant shall receive compensation, including
authorized reimbursements, for all Services rendered under this Agreement at the rates set
forth in Exhibit C attached hereto and incorporated herein by reference. The total
compensation shall not exceed sixty -five thousand seven hundred dollars ($65,700.00)
without advance written approval of the city manager's project manager. Extra Work may
be authorized, as described below, and if authorized, will be compensated at the rates and
manner set forth in this Agreement.
3.3.2 Payment of Compensation. Consultant shall submit to City statement
which indicates work completed by Consultant.
3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed for
any expenses unless authorized in writing by City.
3.3.4 Extra Work. At any time during the term of this Agreement, City may
request that Consultant perform Extra Work. As used herein, "Extra Work" means any
work which is determined by City to be necessary for the proper completion of the Project,
but which the parties did not reasonably anticipate would be necessary at the execution of
this Agreement. Consultant shall not perform, nor be compensated for, Extra Work without
written authorization from City's Representative.
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3.3.5 Prevailing Wages. Consultant is aware of the requirements of
California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code
of Regulations, Title 8, Section 1600, et seq., ( "Prevailing Wage Laws "), which require the
payment of prevailing wage rates and the performance of other requirements on "public
works" and "maintenance" projects. If the Services are being performed as part of an
applicable "public works" or "maintenance" project, as defined by the Prevailing Wage
Laws, and if the total compensation is $1,000 or more, Consultant agrees to fully comply
with such Prevailing Wage Laws. City shall provide Consultant with a copy of the
prevailing rates of per diem wages in effect at the commencement of this Agreement.
Consultant shall make copies of the prevailing rates of per diem wages for each craft,
classification or type of worker needed to execute the Services available to interested
parties upon request, and shall post copies at the Consultant's principal place of business
and at the project site. Consultant shall defend, indemnify and hold the City, its elected
officials, officers, employees and agents free and harmless from any claim or liability
arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
3.4 Accounting Records.
3.4.1 Maintenance and Inspection. Consultant shall maintain complete and
accurate records with respect to all costs and expenses incurred under this Agreement. All
such records shall be clearly identifiable. Consultant shall allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of such
records and any other documents created pursuant to this Agreement. Consultant shall
allow inspection of all work, data, documents, proceedings, and activities related to the
Agreement for a period of three (3) years from the date of final payment under this
Agreement.
3.5 General Provisions.
3.5.1 Termination of Agreement.
3.5.1.1 Grounds for Termination. City may, by written notice to
Consultant, terminate the whole or any part of this Agreement at any time and without
cause by giving written notice to Consultant of such termination, and specifying the
effective date thereof, at ninety (90) days before the effective date of such termination.
Upon termination, Consultant shall be compensated for all direct service hours on work -in-
progress at $125.00 per hour for those services which have been adequately rendered to
City; however, in no event shall the City be obligated to pay more than the total amount of
the Contract. Consultant may not terminate this Agreement except for cause.
3.5.1.2 Effect of Termination. If this Agreement is terminated as
provided herein, City may require Consultant to provide all finished or unfinished
Documents and Data and other information of any kind prepared by Consultant in
connection with the performance of Services under this Agreement. Consultant shall be
required to provide such document and other information within fifteen (15) days of the
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request.
3.5.1.3 Additional Services. In the event this Agreement is
terminated in whole or in part as provided herein, City may procure, upon such terms and
in such manner as it may determine appropriate, services similar to those terminated.
3.5.2 Delivery of Notices. All notices permitted or required under this
Agreement shall be given to the respective parties at the following address, or at such
other address as the respective parties may provide in writing for this purpose:
CONSULTANT:
CEJ Engineers, Inc.
15859 East Edna Place, Ste. 101
Irwindale, CA 91706
Attn: Joaquin Cervantes
CITY:
City of Rosemead
P.O. Box 399
Rosemead, CA 91770
Attn: Rafael Fajardo
Such notice shall be deemed made when personally delivered or when mailed,
forty -eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and
addressed to the party at its applicable address. Actual notice shall be deemed adequate
notice on the date actual notice occurred, regardless of the method of service.
3.5.3 Ownership of Materials and Confidentiality.
3.5.3.1 Documents & Data; Licensing of Intellectual Property.
This Agreement creates a non - exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or
works of authorship fixed in any tangible medium of expression, including but not limited to,
physical drawings ordata magnetically orotherwise recorded on computer diskettes, which
are prepared or caused to be prepared by Consultant under this Agreement ( "Documents &
Data "). Consultant shall require all subcontractors to agree in writing that City is granted a
non - exclusive and perpetual license for any Documents & Data the subcontractor prepares
under this Agreement. Consultant represents and warrants that Consultant has the legal
right to license any and all Documents & Data. Consultant makes no such representation
and warranty in regard to Documents & Data which were prepared by design professionals
other than Consultant or provided to Consultant by the City. City shall not be limited in any
way in its use of the Documents and Data at any time, provided that any such use not
within the purposes intended by this Agreement shall be at City's sole risk.
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3.5.3.2 Confidentiality. All ideas, memoranda, specifications,
plans, procedures, drawings, descriptions, computer program data, input record data,
written information, and other Documents and Data either created by or provided to
Consultant in connection with the performance of this Agreement shall be held confidential
by Consultant. Such materials shall not, without the prior written consent of City, be used
by Consultant for any purposes other than the performance of the Services. Norshallsuch
materials be disclosed to any person or entity not connected with the performance of the
Services or the Project. Nothing furnished to Consultant which is otherwise known to
Consultant or is generally known, or has become known, to the related industry shall be
deemed confidential. Consultant shall not use City's name or insignia, photographs of the
Project, or any publicity pertaining to the Services or the Project in any magazine, trade
paper, newspaper, television or radio production or other similar medium without the prior
written consent of City.
3.5.4 Cooperation; Further Acts. The Parties shall fully cooperate with one
another, and shall take any additional acts or sign any additional documents as may be
necessary, appropriate or convenient to attain the purposes of this Agreement.
3.5.5 Attorney's Fees. If either party commences an action against the other
party, either legal, administrative or otherwise, arising out of or in connection with this
Agreement, the prevailing party in such litigation shall be entitled to have and recoverfrom
the losing party reasonable attorney's fees and all other costs of such action.
3.5.6 Indemnification. Consultant shall defend, indemnify and hold the City,
its officials, officers, employees, volunteers and agents free and harmless from any and all
claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law
or equity, to property or persons, including wrongful death, in any manner arising out of or
incident to any alleged acts, omissions or willful misconduct of Consultant, its officials,
officers, employees, agents, consultants and contractors arising out of or in connection with
the performance of the Services, the Project or this Agreement, including without limitation
the payment of all consequential damages and attorneys fees and other related costs and
expenses. Consultant shall defend, at Consultant's own cost, expense and risk, any and all
such aforesaid suits, actions or other legal proceedings of every kind that may be brought
or instituted against City, its directors, officials, officers, employees, agents or volunteers.
Consultant shall pay and satisfy any judgment, award or decree that may be rendered
against City or its directors, officials, officers, employees, agents or volunteers, in any such
suit, action or other legal proceeding. Consultant shall reimburse City and its directors,
officials, officers, employees, agents and /or volunteers, for any and all legal expenses and
costs incurred by each of them in connection therewith or in enforcing the indemnity herein
provided. Consultant's obligation to indemnify shall not be restricted to insurance
proceeds, if any, received by the City, its directors, officials officers, employees, agents or
volunteers
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3.5.7 Entire Agreement. This Agreement contains the entire Agreement of
the parties with respect to the subject matter hereof, and supersedes all prior negotiations,
understandings or agreements. This Agreement may only be modified by a writing signed
by both parties.
3.5.8 Governing Law. This Agreement shall be governed by the laws of the
State of California. Venue shall be in Los Angeles County.
3.5.9 Time of Essence. Time is of the essence for each and every provision
of this Agreement.
3.5.1100ty's Right to Employ Other Consultants. City reserves right to
employ other consultants in connection with this Project.
3.5.11 Successors and Assigns. This Agreement shall be binding on the
successors and assigns of the parties.
3.5.12 Assignment or Transfer. Consultant shall not assign, hypothecate, or
transfer, either directly or by operation of law, this Agreement or any interest herein without
the prior written consent of the City. Any attempt to do so shall be null and void, and any
assignees, hypothecates ortransferees shall acquire no right or interest by reason of such
attempted assignment, hypothecation or transfer.
3.5.13 Construction; References; Captions. Since the Parties or their agents
have participated fully in the preparation of this Agreement, the language of this Agreement
shall be construed simply, according to its fair meaning, and not strictly for or against any
Party. Any term referencing time, days or period for performance shall be deemed
calendar days and not work days. All references to Consultant include all personnel,
employees, agents, and subcontractors of Consultant, except as otherwise specified in this
Agreement. All references to City include its elected officials, officers, employees, agents,
and volunteers except as otherwise specified in this Agreement. The captions of the
various articles and paragraphs are for convenience and ease of reference only, and do
not define, limit, augment, or describe the scope, content, or intent of this Agreement.
3.5.14 Amendment; Modification. No supplement, modification, or
amendment of this Agreement shall be binding unless executed in writing and signed by
both Parties.
3.5.15 Waiver. No waiver of any default shall constitute a waiver of any other
default or breach, whether of the same or other covenant or condition. No waiver, benefit,
privilege, or service voluntarily given or performed by a Party shall give the other Party any
contractual rights by custom, estoppel, or otherwise.
3.5.16 No Third Party Beneficiaries. There are no intended third party
beneficiaries of any right or obligation assumed by the Parties.
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3.5.17 Invalidity; Severability. If any portion of this Agreement is declared
invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the
remaining provisions shall continue in full force and effect.
3.5.16 Prohibited Interests. Consultant maintains and warrants that it has not
employed nor retained any company or person, other than a bona fide employee working
solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that
it has not paid nor has it agreed to pay any company or person, other than a bona fide
employee working solely for Consultant, any fee, commission, percentage, brokerage fee,
gift or other consideration contingent upon or resulting from the award or making of this
Agreement. Consultant further agrees to file, or shall cause its employees or
subconsultants to file, a Statement of Economic Interest with the City's Filing Officer as
required understate law in the performance of the Services. For breach or violation of this
warranty, City shall have the right to rescind this Agreement without liability. For the term
of this Agreement, no member, officer or employee of City, during the term of his or her
service with City, shall have any direct interest in this Agreement, or obtain any present or
anticipated material benefit arising therefrom.
3.5.19 Equal Opportunity Employment. Consultant represents that it is an
equal opportunity employer and it shall not discriminate against any subcontractor,
employee or applicant for employment because of race, religion, color, national origin,
handicap, ancestry, sex or age. Such non - discrimination shall include, but not be limited
to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or
recruitment advertising, layoff or termination. Consultant shall also comply with all relevant
provisions of City's Minority Business Enterprise program, Affirmative Action Plan or other
related programs or guidelines currently in effect or hereinafter enacted.
3.5.20 Labor Certification. By its signature hereunder, Consultant certifies
that it is aware of the provisions of Section 3700 of the California Labor Code which require
every employer to be insured against liability for Worker's Compensation or to undertake
self- insurance in accordance with the provisions of that Code, and agrees to comply with
such provisions before commencing the performance of the Services.
3.5.21 Authority to Enter Agreement. Consultant has all requisite power and
authority to conduct its business and to execute, deliver, and perform the Agreement.
Each Party warrants that the individuals who have signed this Agreement have the legal
power, right, and authority to make this Agreement and bind each respective Party.
3.5.22 Counterparts. This Agreement may be signed in counterparts, each of
which shall constitute an original.
3.6 Subcontracting.
3.6.1 Prior Approval Required. Consultant shall not subcontract any portion
of the work required by this Agreement, except as expressly stated herein, without prior
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written approval of City. Subcontracts, if any, shall contain a provision making them
subject to all provisions stipulated in this Agreement.
[signatures on next page]
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CITY OF ROSEMEAD CEJ ENGINEERS, INC.
By:
City Manager
Attest:
Gloria Molleda
City Clerk
Approved as to Form:
Rachel Richman
City Attorney
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Submitted By:
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PROPOSAL FOR.
Design Services for Garvey Avenue
Sewer Relief Line Project
February 25, 2014
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CEJ
February 25, 2014
Mr. Rafael Fajardo
Associate Civil Engineer
City of Rosemead
8838 E. Valley Boulevard
Rosemead, CA 91770
SUBJECT: PROPOSAL FOR THE GARVEY AVENUE SEWER RELIEF LINE PROJET
Dear Mr. Fajardo:
CEJ Engineers is pleased to have the opportunity to submit this proposal for professional
engineering services related to the City's sewer relief line project. CEJ Engineers specializes in
sewer design improvement projects. Our staff has extensive experience in preparing sewer
design construction plans, sewer studies, utility coordination, and preparing PS &E for various
projects in accordance with local and regional standards and policies. We have an excellent
understanding of the City's requirements and have familiarized ourselves with the existing
project conditions.
Our key personnel has more than 40 years of experience in working and communicating with a
wide spectrum of relevant public agencies throughout the Los Angeles County. CEJs
personnel have provided professional consulting services to cities, special districts, and other
governmental agencies within Southern California, Los Angeles County department of Public
Works, and the Los Angeles County Sanitation District.
We have read the City's standard Consultant Services Agreement and will comply with all
requirements. We believe that CEJ provides the right combination of experienced staff, project
understanding, and local knowledge to successfully assist the City of Rosemead with this
important project. Please feel free to contact us to discuss any aspects of this proposal at (626)
960 -0152, or atjcervantes@cej- eng.com.
Respectfully Submitted,
CEJ Engineers, Inc.
President
Engineers • Surveyors • Planners
15859 East Edna PI., Suite 101, Irwindale CA., 91706 / 626 - 960 -0152
PROPOSAL FOR GARVEY AVENUE SEWER RELIEF LINE PROJET
Firm Introduction
CEJ is a privately -owned engineering corporation that provides a full range of professional civil
engineering dedicated to serving public agencies. CEJ is a certified Small Business Enterprise
(SBE) and Disadvantaged Business Enterprise (DBE) that has met the special needs of cities,
counties, special districts, as well as state and federal agencies. We offer a full complement of
Civil Engineering, Traffic Engineering and Surveying capabilities.
Our clients comprise of municipalities, counties, special districts, state agencies, and the federal
government in California. CEJ's Irwindale office has a combined staff of professionals, allowing
flexibility in staffing to meet any of the City's current or potential needs. Our staff has extensive
experience in preparing street construction plans, drainage studies, utility coordination, master
plans, and preparing Plans, Specifications, and Estimates (PS &E) for various projects in
accordance with local and regional standards and policies.
CEJ has experience with county, state, and federal processes, regulations, and administrative
procedures. We have worked extensively for and with the County of Orange, County of
Riverside, County of Los Angeles, Caltrans, State Water Resource Control Board, and the U.S.
Army Corps of Engineers. We are familiar with the funding, permitting, and procedural
requirements for Federal, State and grant applications. Our staff has extensive knowledge with
CDBG, STIP projects as well as NEPA and CEQA requirements.
it SERVICES
• Capital and Public Works Improvements Technical Specifications and Technical
Documents
• Flood control Drainage and Storm Ones, Design Storm Water Pollution Prevention Plans
(SWPPP's)
Hydroogy /Hydraulics Studies
Serer and Water Design
Site Development Design Plans
Roadway and Street Design
Processing of Plans and Permits Through Other
Agencies
Statement of Insurance
• Traffic Signal and Lighting Design
• Signing and Striping Plans
• Traffic Control Plans
• Traffic Impact Analysis and Modeling
• Operations assistance
CEJ carries Professional Liability, General Liability, Automobile and Workers Compensation
insurance. Each policy has a limit of $1,000,000 per occurrence. The General Liability policy
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PROPOSAL FOR GARVEY AVENUE SEWER RELIEF LINE PROJET
has an annual aggregate of $2,000,000. All of our insurance carriers have an A10 rating or
better. The insurance policy is renewed on an annual basis.
Qualifications of Project Team
CEJ is highly capable and qualified to perform the tasks outlined in the RFP. We are confident
that our qualifications listed throughout this proposal will further illustrate our ability to meet the
City's expectations for responsiveness, quality, level of service, expertise and commitment.
A successful partnership for the type of services being requested by the City of Rosemead
involves choosing the appropriate Project Manager and team with diverse capabilities. Team
members need the experience and knowledge to quickly resolve design challenges and field
issues, but they also need excellent communication skills to interact with the various parties that
become involved.
Supervision and Team Management
The personnel assigned to this project are the same personnel who have successfully
completed design, land survey; project management and state permit applications for numerous
projects in California. CEJ offers a qualified team of professionals with the technical
qualifications and diverse capabilities necessary to undertake the design for the City's projects.
The following briefly outlines the responsibilities and qualifications of each of our team
members. These individuals are committed to this project for its duration.
Key Personnel
Mr. Carlos Alvarado, P.E., will be responsible for supervising and directing staff resources to
meet the needs of the project and will have overall responsibility for management of the design.
Mr. Alvarado has over 40 years of public works engineering experience, specializing in
engineering planning, sanitary sewer, master plans and storm water design. He is also an
accomplished quality assurance/quality control (QA/QC) manager for major multi - discipline and
multi- agency transportation projects, known for providing innovative quality engineering
services. He currently oversees public works improvement plan checking and design of public
improvement plans and construction inspection in the Cities of San Marino.
Education: 1961 B.S, Civil Engineering California State University, Los Angeles
Registration: California No. C19867, Civil
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PROPOSAL FOR GARVEY AVENUE SEWER RELIEF LINE PRO✓ET
Joaquin Cervantes, CEJ's proposed Project Manager for this project will remain in this position
and as the key point of contact throughout the duration of the project.
Mr. Joaquin Cervantes, P.E., has over 15 years of experience. Mr. Cervantes will be assigned
as our Project Manager for this project and as Principal of CEJ Engineers; he will have the
authority to negotiate on behalf of the Company. He has extensive experience with various city
capital improvement projects including several storm drain and flood control projects. He will be
the primary point of contact with the City and will be supported by the staff resources of the firm.
He has over fifteen years of civil engineering experience. Mr. Cervantes has assisted in the
design and preparation of plans and specifications for street improvements, hydraulics,
drainage, engineering planning, flood control, storm drain, sanitary sewer for numerous public
agencies in Southern California.
Education: 1996 B.S, Civil Engineering California State Polytechnic University, Pomona,
Registration: California No. C70635, Civil
Mr. Miguel Esparza, E.1.T, QSD, will serve as the lead civil staff design engineer and is a
Senior Engineer with CEJ Engineers, Inc. He has over 15 years of experience in civil
engineering specifically in highway, street improvement, and traffic engineering projects. His
experience also includes highway /street design, sewer design alternative studies, utility
coordination, Storm water Pollution Control Plans (SWPPP) cost estimating, grading, railroad
grade separations, stage construction /traffic handling, and detour plans.
Education: 1998 B.S, Civil Engineering California State Polytechnic University, Pomona
2001 M.S. Civil Engineering California State University, Long Beach
Registration: California E.I.T
Mr. Carlos Urena, P.L.S., will serve as the lead surveyor, his qualifications include over 12
years of professional work as a Land Surveyor. Mr. Urena has direct exposure to management
of office staff and field staff, sales, client relations, cost estimating and proposal generation,
commercial ALTA surveys, control surveys including GPS, Boundary, Topographic, Extensive
Construction Calculations, survey research for utility mapping and coordination and project
management coordination and implementation. Mr. Urena will be responsible for the design of
cross - sectional survey, and topography. and the preparation of right -of -way documents as
necessary.
Education: 2000 B.S, Civil Engineering, California State Polytechnic University, Pomona
Registration: Licensed Land Surveyor (PLS), California, License No. 8234
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PROPOSAL FOR GARVEY AVENUE SEWER RELIEF LINE PROJET
Project Understanding
The following sections of this proposal will provide our understanding of the project including the
existing improvements, and the purpose and need for the proposed improvements. This
proposal describes the proposed scope of work items necessary to prepare the Design Survey,
Field Conditions Assessment, Preliminary Design, Flow Monitoring and Hydraulic Analysis, Civil
Engineering including, utility relocation, traffic control plans, contract specifications, engineer's
estimates and preparation of documents for project approval.
Plans, Specifications and Estimates will be prepared for the construction of upsizing
approximately 2,800 linear feet of an existing 8" sanitary sewer along Bartlett Avenue from
Garvey Avenue to Klingerman Street that will connect to the LACSD Trunk line on Klingerman
Street. The new relief line will be constructed thru the residential street adjacent to an existing 8"
Sewer line.
The project will be required to comply with the County of Los Angeles Public Works and
Sanitation District design requirements.
Proposed Project
The sewer alignment will be constructed along Bartlett Avenue from the intersection of north
Garvey Ave connecting at the manhole no 142 underneath the existing 36- inch trunk line along
Garvey Ave.
We have performed an initial field survey analysis and obtained preliminary data that indicates
that gravity flow can be accomplished without the use of a siphon design.
The construction can be accomplished by open trench or by boring method. The boring method
will reduce traffic congestion at the intersection but will increase cost. Both options will be
presented, and analyzed for the City's staff recommendations.
Utilities:
Existing utility access manholes and lids appear to be located within the proposed sewer
alignment. Several water line and gas line underground utility crossings are observed within the
project limits. We will ensure adequate protection of all existing utilities.
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PROPOSAL FOR GARVEY AVENUE SEWER RELIEF LINE PRO✓ET
Traffic Control
Maintaining adequate and safe vehicular movement along this segment of streets in conjunction
with the surrounding arterials during the various phases of construction is an important
component of this project. The CEJ Team recognizes this fact and has the staff committed to
ensuring the success of the Traffic Control /Stage Construction in conjunction with the
construction phasing. Maintaining adequate traffic flow, safety for the general public and the
construction personnel are the number one priorities.
It will be our goal to provide a design that will maintain two lanes of traffic in each direction
during the construction phase of the project. One option for reducing traffic impacts due to
construction is to use a boring method. These alternatives will be presented and reviewed by
the City.
Scope Of Work
The following task descriptions will give a detailed description of the professional services
included in this Scope of Work and our Project Approach.
Project Management
The team management and close coordination with all parties involved in the project is critical to
the successful completion of any project. CEJ takes pride in the high level of service we provide
to our clients. Three key elements to successful project management include a Project Kickoff
Meeting, and Project Status Reports.
Project Kickoff Meeting
A Project Kickoff Meeting will be scheduled to include the decision makers and policy
enforcement staff from the governing agencies and utility companies associated with this project
(Project Team). The CEJ Team will conduct this meeting and provide a detailed explanation of
the project scope and schedule. Every aspect of the project will be discussed including the
design criteria, utility coordination, permit processing and issuance, right -of -way, traffic control,
construction staging, plan preparation and specifications, estimates, submittal reviews, bid
process and anticipated construction issues.
Project Status Reports
Project Status Reports will be provided to the City on a biweekly basis. These reports will give
the Project Team a summary and overview of the project status. These reports will include the
percent complete of each task, current design issues, possible solutions as well as an updated
project schedule. The project schedules will be prepared using the Critical Path Method (CMP)
network.
vy a
PROPOSAL FOR GARVEY AVENUE SEWER RELIEF LINE PROJET
CEJ will obtain and review existing as -built plans, photos, study reports, assessor maps and any
other pertinent data from any sources for the project area. We will perform field reviews through
the entire project limits and approaches.
Phase I - Preliminary Engineering
Task 1- Field Condition Assessment
1.1 Prepare a field survey to assess the physical conditions and utilities and utility easements
within the project area.
1.2 Meet with City staff to define and clarify the work plan and project elements and obtain all
project data and conceptual plans from the City. We will review all City - supplied information,
including conceptual plans and reports.
1.3 We will coordinate with all utility companies to determine underground, surface, and
overhead facilities. CEJ Comply with the City- adopted "Utility Coordination Procedures."
Determine where interfaces with existing facilities will occur as a result of the future of this
project. In addition, we will consult with affected utility companies and resolve any conflicts.
We will prepare a utility log and include findings in our biweekly status reports
Task 2- Topographic Survey
2.1 Perform a topographic surveys as necessary to design the intended sewer improvements
CEJ will establish horizontal and vertical ground control necessary to produce a 1 "=40' scale
digital topographic map within the street right -of -way and beyond the street right -of -way
where required.
2.2 We will provide cross- sections at 25 -foot intervals within the project limits. The topography
will extend to the existing curb returns at all intersections and include driveways, existing
sewer manhole rim and invert elevations. CEJ will establish existing and proposed controls
including centerline, street geometrics, and right -of -way throughout the project limits.
Elevations will be based on the Los Angeles County Benchmark (LACBM).
2.3 We will provide a topographic map showing detailed survey at 1 "=40' scale using AutoCAD
on 24" X 36" sheets. The map will show all existing conditions, will identify all features
include BCR, ECR, flow - lines, centerlines, angle points, top of curb, spandrels, pavement
striping, utilities, structures, walls, trees and landscape, underground and surface utilities,
poles, hydrants, catch basins, signs, valves, manholes.
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PROPOSAL FOR GARVEY AVENUE SEWER RELIEF LINE PROJET
3- Flow Monitoring
3.1 As part of this work effort, CEJ proposes to conduct flow monitoring at manholes 78, 46,
141, 191 and 167. This will be necessary to assess existing and future sewer flow conditions
and to evaluate the alternative sewer relief system design. CEJ will work closely with the
City during the preparation and assessment of this task.
Task 4 Hydraulic Analysis
4.1 This task will include the preparation of a hydraulic analysis to determine the adequacy of
the proposed sewer relief line. Data from the flow monitoring study will be used to conduct
this analysis. Hydraulic analysis report will include flow distribution analysis and D/d
calculations. Preliminary design results will be evaluated and presented to the city for
approval.
Task S Geotechnical Investigation
5.1 This task will include the preparation of Geotechnical Investigation to determine the
subsurface conditions. The Soils report will determine soil conditions and recommendations.
Boring logs will be included in the project plans. We estimate approximately 3 boring
locations.
Task 6- Preliminary Design Documents
6.1 CEJ will prepare Preliminary design plans and an Engineers estimate for the project design.
The projects will consist of the following submittals and materials submitted.
De/iverab /es:
1. Preliminary Improvement Plans
• Title Sheet with vicinity map, General Notes, Signature Blocks, Legend, Sheet Index,
Utility Contact Information.
• Detail Sheet with Construction Notes, Quantity Table.
• Construction Plans with base mapping including survey and utility locations.
2. Flow Monitoring Analysis
3. Hydraulic Analysis
4. Geotechnical Investigation
5. Preliminary Engineers Estimate
Pg 8
PROPOSAL FOR GARVEY AVENUE SEWER RELIEF LINE PRO✓ET
Phase 11 - Plans, Specifications & Estimates
A. Construction Plans, Specifications and Estimates
The Plans, Specifications, and Estimates will conform to the City of Rosemead's standards and
practices. CEJ will provide clear, concise, and complete drawings with Latest version of
AutoCAD and Civil3D software. The design will be plotted using permanent drafting ink on
mylar, and drafted on twenty -four inch by thirty -six inch (24 "06 ") mylar sheets. The plans will
be prepared under the supervision of a Civil Engineer registered in the state of California who
will sign the final plans. The original drawings and the electronic data of these drawings will be
submitted to the City, along with a CD in AutoCAD format upon completion.
The construction documents will incorporate the following:
1. CEJ will conduct all necessary research to establish precise location of all utilities and utility
easements for the project.
2. CEJ will Submit 75 %, 95% and 100% construction plan and specifications submittal. Wet
sealed construction drawings and final specifications to the City for printing and bidding
purposes. Final construction drawings will be prepared in accordance with the Los Angeles
County Sewer Design Manual, and the Greenbook latest Edition and Standard Plans for
Public Works Construction.
3. CEJ does not anticipate the need for a sewer flow Diversion Plan during construction.
However, a Flow Diversion Plan will be prepared to divert flow during construction and
conduct a contractor workshop to describe the flow diversion requirements if necessary at a
negotiated price.
4. CEJ will prepare a Water Pollution Control Plan in meeting recent City and State standards.
5. CEJ will Coordinate with the City and obtain permit from Los Angeles County Sanitation
District for connection on its trunk line.
6. CEJ will prepare Traffic control plans for this project. Traffic Control plans will provide
continuous driveway and pedestrian access at all times during the construction phases of
the project. The traffic controlistage construction design plans will be prepared in
accordance with the latest version of the Caltrans Traffic Manual (Chapter 5), the Work Area
Traffic Control Handbook (WATCH), the Manual of Uniform Traffic Control Devices
(MUTCD) and the American Association of State Highway and Transportation Officials. They
will be prepared at a scale of 1 "=40' utilizing latest version of AutoCAD.
If required, Detour Design Plans will be prepared to address any temporary roadway
closures and alternate routes. These plans may also provide truck haul routes during
P9 9
PROPOSAL FOR GARVEY AVENUE SEWER RELIEF LINE PROJET
stages of excavation spoils removal. The CEJ Team will work with City staff to determine
and identify the most desirable routes for material removal.
7. CEJ will prepare a final detailed engineer's estimate prepared in Microsoft Excel
spreadsheet format that includes the bid items described within the contract specifications.
The estimate will be based upon recent bid prices for similar projects as maintained by CEJ
and Caltrans. Backup quantity calculations will be provided showing detailed computations
for accuracy of the quantities upon request.
8. It estimated that up to six (6) joint meeting including the preconstruction meeting with the
City and other agencies.
9. CEJ will address all comments and obtain final design approval from the City of Rosemead.
Deliverables.
The 75% and 95% submittal materials will include the following:
Improvement Plans
• Title Sheet with vicinity map, General Notes, Signature Blocks, Legend, Sheet Index,
and Utility Contact Information.
• Detail Sheet with Construction Notes, Completed Quantity Table.
• Sewer Construction Plans with base mapping including survey and utility locations.
• Traffic Control /Construction Staging Plan.
Specifications
• Revised Boiler Plate Specifications
• Draft Bid Schedule
• List of Special Provisions and Technical Specifications
Engineers Estimate
• Including Quantity Calculations and Cost Data.
Engineers Estimate
• Including Quantity Calculations and Cost Data.
Response to Previous Comments from City, Agencies and Utility Companies
Pg 10
PROPOSAL FOR GARVEY AVENUE SEWER RELIEF LINE PRO✓ET
100% Final Submittal Material will include the following item:
• 100% Improvement Plans — On mylar and stamped by the Engineer
• 100% Specifications —Stamped by the Engineer
• 100% Engineers Estimate - Including Quantity Calculations and Cost Data.
Final plans, specifications, and estimates will be provided on "D" size mylar, three sets of
copy's and in electronic format to the City on a CD.
Bid Period Assistance
• During the bidding process remain "on -call" to provide analysis and interpretation of
the drawings and specifications. When requested to do so, prepare and issue
addenda to address concerns of potential bidders.
• Attend pre -bid meeting.
Engineering During Construction
• Attend pre - construction meeting.
• Review and approve shop drawings and submittals.
• Provide consultation during construction including construction RFQ's and RFI's.
• Prepare record drawings (as- builts) from record information provided by the contractor.
PROPOSED FEE
Our proposed fee is based on the proposal required format and is not to exceed lump sum fee
amount of $65,700.00
Gg 11
PROPOSAL FOR GARVEY AVENUE SEWER RELIEF LINE PRO✓ET
Project Schedule
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PROPOSAL FOR GARVEY AVENUE SEWER RELIEF LINE PRO✓ET
Schedule of Hourly Rates
CEJ ENGINEERS
Effective July 1, 2013 to June 30, 2014
Hourly Rate Schedule
ENGINEERING DIVISION
SURVEYING DIVISION
Principal Engineer ...... ...............................
140.00
Senior Surveyor ........................................
130.00
Project Manager .............. .........................120.00
Senior Survey Analyst ..............................
120.00
Senior Project Engineer .. .........................110.00
Survey Analyst II ............. .........................110.00
Senior Engineer ....... ...............................
1 D5.00
Survey Analyst I ............... ..........................90.00
Associate Engineer ......... .........................100.00
Survey Party Chief .......... .........................105.00
Design Engineer .............. ..........................95.00
Field Party (Three) ...................................
185.00
Designer /CADD Drafter .. ..........................
85.00
Field Parry (Two) ......................................
165.00
ClericaUTechnical Aide .... ..........................65.00
Field Party ( One) ............. --- ..............
100.00
CONSTRUCTION MANAGEMENT/ INSPECTION
Operations Manager.. ...............................
110.00
Supervising Public Works Observer...........
96.00
Construction Manager.... ... ..................
85.00
Construction Engineer ...... ..........................80.00
REIMBURSABLE EXPENSES
Reproduction ..........................
Subconsultant Services .............
Automobile Transportation.........
Delivery, Freight, Courier...........
Agency Fees ..........................
Commercial Travel / Subsistence
Cost
Cost plus 10%
Current rate
.Cost
.Cost
Cost