CC - Item 4F - Hellman Avenue/Del Mar Avenue Intersection Improvements Project - Award of Contract Design Engineering E M
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,A� ROSEMEAD CITY COUNCIL
f„.1110 xf„.1110 STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: JEFF ALLRED, CITY MANAGER '
DATE: OCTOBER 14, 2014
SUBJECT: HELLMAN AVENUE I DEL MAR AVENUE INTERSECTION
IMPROVEMENTS PROJECT — AWARD OF CONTRACT DESIGN
ENGINEERING
SUMMARY
As part of the City's Fiscal Year 2014-15 Capital Improvement Program, the City
Council approved a project entitled "Hellman Avenue / Del Mar Avenue Intersection
Improvements". The project will replace the existing intersection at Hellman Avenue
and Del Mar Avenue with new concrete paving as well as the construction of colored
concrete crosswalks, traffic signal upgrades, traffic stripping, miscellaneous sidewalk,
and other appurtenances. This project is funded through Federal Surface
Transportation Local Funds (STP-L) through the Los Angeles County Metropolitan
Transportation Authority (LACMTA) in the amount of$450,000.
Staff Recommendation
It is recommended that the City Council authorize the City Manager to enter into a
contract with CEJ Engineers, Inc. for design engineering services for the Hellman
Avenue/Del Mar Avenue Intersection improvements project in an amount of
$37,500.00 and authorize a contingency of $5,750.00 (approximately 15%) to cover
the cost of any unforeseen elements in the design process.
BACKGROUND
During Fiscal Year 2013-14, the intersection of Hellman Avenue and San Gabriel
Boulevard was reconstructed in concrete and the project was received throughout the
community as a success for both the aesthetic appearance as well as the functional
utility of the improvements. It has been proposed to complete a similar project at the
intersection of Hellman Avenue and Del Mar Avenue which serves as a major entry
and exit point from Interstate 10 in Rosemead.
Beginning in Fiscal Year 2010-11, Hellman Avenue has received substantial
improvement in the form of asphalt overlays and reconstruction as needed.
ITEM NO. "If
City Council Meeting
October 14,2014
Page 2 of 3
Additionally, the final stretch of Hellman Avenue (Jackson Street to the West City
Limit) is scheduled to receive an overlay this fiscal year. Given the existing pavement
structure and the large volume of traffic from the adjacent San Bernardino freeway, it
was determined that this intersection, Hellman Avenue and Del Mar Avenue, should
be constructed in concrete. Concrete is more durable and has a longer lifespan than
conventional asphalt.
The proposed project will include the reconstruction of the intersection with concrete
pavement as well as the construction of colored concrete crosswalks, traffic signal
improvements, miscellaneous sidewalk work, landscape improvements, and other
appurtenant work.
As part of the Federal Surface Transportation Local Funds (STP-L), the City of
Rosemead received $450,000.00 that will be utilized to construct the improvements at
the intersection of Hellman Avenue and Del Mar Avenue. Funding for this program is
administered through the California Department of Transportation (Caltrans) and the
Los Angeles County Metropolitan Transportation Authority (LACMTA). City staff, as
well as the design consultant, will be coordinating with these two agencies during the
design and construction phases of this project. All elements of this project are subject
to the approval of Caltrans.
The proposed consulting services will complete all design elements to create a
comprehensive construction package, including:
• Topographic Survey
• Environmental Approval
• Right-of-Way Certification
• Utility Coordination
• All Construction Plans and Specifications, including Traffic Control Plans
• Engineer's Cost Estimate
• Construction Management
Additionally, the consultant will oversee all necessary submittals and coordination with
the California Department of Transportation (Caltrans) to receive the Authorization to
Proceed with Construction (E-76), which is a required element of expending federal
funds.
City Staff distributed a request for proposal (RFP) to four engineering firms that are
maintained on the City's On-Call Engineering Services List. Proposals were received
from two of the four firms with the following result:
City Council Meeting
October 14,2014
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RANK CONSULTANT LOCATION BID AMOUNT
1 CEJ Engineers, Inc. Irwindale, CA $37,500.00
2 RKA Consulting Group Walnut, CA $38,885.00
Willdan Engineering Industry, CA No Response
Harris & Associates Irvine, CA No Response
Staff has reviewed the proposal documents as well as the consultants' background
and recent projects for competency. Staff determined that CEJ Engineers, Inc. is the
lowest responsible bidder and is experienced in this type of project, as this firm
completed the design for the Hellman Ave/San Gabriel Boulevard Intersection
Improvements Project as well as many other projects throughout the City.
FINANCIAL REVIEW
Funding for this project was approved by the City Council as part of the City's FY2014-
15 Capital Improvement Program. There is $450,000 available in STP-L Funds and
$50,000 in Lighting District Funds.
Prepared by:
2iiivan Rafael M. F jardo, P.E.
Acting Public Works Manager City Engineer
Submitted by:
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Matt`Hawk worth
Assistant City Manager/Acting Director of Public Works
Attachments:
1. Proposal from CEJ Engineers, Inc.
CEJ
October 1, 2014
Mr. Rafael Fajardo, P.E.
City Engineer
City of Rosemead
8838 E. Valley Boulevard
Rosemead, CA 91770
Subject: Proposal for Hellman Avenue/Del Mar Blvd Intersection Improvements
Project.
Dear Mr. Fajardo:
CEJ Engineers, Inc. can provide the City of Rosemead with the technical expertise required to
successfully complete the Hellman Avenue/Del Mar Blvd Intersection Improvements Project.
The CEJ team will provide services for the aspects required for this project as described in the
Scope of Work.
The following Exhibits are enclosed:
❑ Exhibit A— Scope of work
❑ Exhibit B— Schedule of Hourly Rates
CEJ Engineers, Inc. is excited about this opportunity to use our team's skills and expertise to
assist the City of Rosemead with this important project. Please feel free to contact us to discuss
any aspect of this proposal.
Respectfully Submitted,
CEJ Engineers, Inc.
Joaquin Cervantes, P.E.
President
CD Engineers,Inc.
15859 East Edna Pt,Suite 101,Irwindale C4.,91 706/626-960-0152 1 626.893.9266
CEJ
Exhibit A
Scope of Work
Project Understanding
The project consists in the construction of a PCC Intersection, traffic signal upgrade, striping
and appurtenances. The Construction is proposed to begin in April and be completed in June
2015. Hellman/Del Mar Intersection Project is a federally funded project through Caltrans (STP-
L). CEJ design services include the preparation of a topographic survey, preparation of a
Caltrans package approval (preliminary engineering, construction engineering and final
submittal package) and construction plans and specifications.
Project Team Management
Project Manager— CEJ's designated Project Manager, under the general direction of the City
Engineer, will be responsible for overseeing the aspects of project development and
coordination. The project management and constant monitoring of the schedule with all parties
involved in this project is critical to the successful completion of the project.
Schedules—Constant contact with the City will be maintained to ensure issues are being
resolved in a timely manner to allow the design to stay on schedule. CEJ will be proactive by
continuously looking at the overall project and make recommendations to the City to provide a
high quality project. CEJ will provide budget planning and monitoring to ensure that the project
is designed and constructed within the City's budget. This shall include establishing and
maintaining cost controls by tracking forecasted costs, project budget, and actual costs.
Project Coordination—CEJ will coordinate efforts with the City, Caltrans and City
subconsultants, public, private utilities, and other agencies to obtain the necessary technical
and operational information for completion of the work.
Record Keeping— CEJ will maintain comprehensive records that track all incoming and
outgoing correspondence, submittals, request for information, contract documents, invoices,
and all other project related documents. All records shall be considered the property of the City
and as such the City shall have access to any records.
QA/QC—The primary mission of our Quality Assurance/Quality Control plan is to provide staff
with the technical and managerial expertise to plan, organize, implement, and control the overall
quality effort, thereby providing a complete quality project that conforms with the City standards
and within the time and budget established. CEJ will provide quality control measures
throughout the duration of the project.
Milso City of Rosemead
Proposal for Hellman Ave/Del Mar Blvd. Improvements
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CEJ
Scope of Work
1. Field Investigation and Topographic Survey
Data Collection—CEJ will provide written requests to the City to obtain available as-built
drawings, reports, studies, and utility contact information.
CEJ will prepare and send utility notifications to the utility companies and other agencies
providing services within the City. We will request copies of available maps, plans and
records of any existing facilities within the project limits that may be affected by the
proposed improvements.
Field Survey and Mapping—CEJ will perform a review of the project site to familiarize
design staff with project constraints and observe the general site conditions and perform a
complete topographic survey, including the following;
a) Portion of the public street abutting the frontages of the properties such as sidewalk, top
of curb, flow line, existing grade elevation of asphalt, edge of gutter, grade breaks
elevations.
b) Location and description of the existing, lighting, walls, landscape and trees.
c) Elevations at every 25 feet(grid method) and at critical locations as necessary to map
contours at 1-foot intervals.
d) Elevations will be based on County datum using bench mark provided by City of
Rosemead.
2. Right of Way Engineering
CEJ will perform right of way engineering including appraisal, descriptions and right of way
maps as necessary. We will identify all right way acquisition required for the construction of
the project and prepare documents if necessary.
3. Construction Plans
CEJ will prepare construction plans for project design. CEJ will submit three sets of plans,
specifications, and estimate (PS&E)to the City and Caltrans for review and comment in
70%, 90%, and 100% stages prepared on 22" x 34" plans. CEJ shall address the City's
comments and incorporate the comments into the plans, specifications, and estimate. The
Final submittal shall include one set of wet-signed hard copy plans on mylar sheets, one
reproducible set of specifications, a final engineer's estimate, and one CDROM of the full set
of AutoCAD plan sheets, specifications, and estimate. The review submittals will be
in City of Rosemead
Proposal for Hellman Ave/Del Mar Blvd.Improvements
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CEJ
submitted on half size (11" x 17"); five copies and an electronic copy(PDF format). The
submittals will include the following plan components;
Plan Construction list of sheets.
• Title Sheet and Location Map,
• Traffic Control Plans,
• Utility Plans,
• Erosion Control Plans,
• Roadway Plans,
• Profiles,
• Sections and Details,
• Traffic Signal Plans,
• Striping Plans
4. Specifications—Since this is a Federal Funded project, CEJ with prepare the specifications
using Caltrans Special Provisions boiler plate specifications and general technical provisions
and amendments. CEJ will be responsible for preparing the technical specifications and
compiling the project specifications, signed by a civil engineer registered in the State of
California, which are complete and ready for bidding purposes.
5. Engineer's Estimate—CEJ will prepare a detailed engineer's estimate 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.
6. Permits/Enviromental Assesment —CEJ will coordinate with Caltrans and submit PS&E to
obtain permit approval for CEQA and NEPA(PES and NES forms). CEJ will prepare
certifications and checklists for E-76 to obtain Authorization to Proceed. CEJ will attend any
necessary meetings and prepare all applicable application as required for permit approval.
Plan checking and Encroachment fees will be paid by the City.
7. Construction Support—CEJ will coordinate and attend meetings including the
preconstruction meeting with the City. CEJ will provide support services during the bid
solicitation period. CEJ will be available to answer questions regarding the technical
provisions of the contract special provisions, the design drawings or design issues brought
up during the bidding process. RFI's will be responded within two (2)working days. Cost for
this task will be considered as part of the preparation of the PSE documents at no additional
cost to the City.
.n� City of Rosemead
I Proposal for Hellman Ave/Del Mar Blvd. Improvements
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CEJ
City Responsibilities
1. Provide copies of City files, record drawings, existing geotechnical data, and other
information for the project
2. Provide potholing data if required
3. Provide City base sheet for improvement plans in AutoCAD format
Assumptions
1. CEJ will attend a maximum of six meetings
2. Construction inspections services are not included in this scope of work.
Deliverables
1. Project Schedule
2. 70% Plans, Specifications, and Estimate (PS&E)
3. 90% Plans, Specifications, and Estimate (PS&E)
4. 100% Plans, Specifications, and Estimate (PS&E)
Exclusions:
Geotechnical Investigation—Geotechnical investigation and recommendations are not included
in our scope of work. The City will provide a geotechnical report, boring logs, and
recommendations required for this project. A copy of the geotechnical report will be included in
the project plans and specifications.
SWPPP—SWPPP is not included in our scope of work. Since the project area of disturbance
appears to be less than an acre, no SWPPP is required. If Caltrans requires a SWPPP, CEJ
will prepare one at a negotiated fee.
Hydrology and Hydraulics Report—A hydrology analysis and report is not included in our scope
of work. If Caltrans requires a Hydrology/Hydraulics Report, CEJ will prepare one at a
negotiated fee.
PROPOSED FEE
Our proposed fee is based on the proposal required format and is not to exceed lump sum fee
amount of$37,500.
City of Rosemead
Proposal for Hellman Ave/Del Mar Blvd. Improvements
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CJ
Exhibit B
Schedule of Hourly Rates
CEJ ENGINEERS, INC.
Effective July 1,2014 to June 30,2015
Hourly Rate Schedule
ENGINEERING DIVISION SURVEYING DIVISION
Principal Engineer 140.00 Senior Surveyor 140.00
Project Manager 125.00 Senior Survey Analyst 130.00
Senior Project Engineer 115.00 Survey Analyst II 115.00
Senior Engineer . 105.00 Survey Analyst I 100.00
Associate Engineer 100.00 Survey Party Chief 105.00
Design Engineer 95.00 Field Party(Three) 19000
Designer/CADD Drafter 85.00 Field Party(Two) 175.00
Clerical/Technical Aide 65.00 Field Party(One)..................................110.00
CONSTRUCTION MANAGEMENT/INSPECTION
LANDSCAPE ARCHITECTURE
Operations Manager 110.00
Senior Landscape Architect 105.00
Supervising Public Works Observer 100.00
Associate Landscape Architect 95.00
Construction Manager 110.00
Construction Engineer 80.00
REIMBURSABLE EXPENSES
Reproduction....................................Cost
Subconsultant Services..................... Cost plus 10%
Automobile Transportation. Current rate
Delivery, Freight, Courier....................Cost
Agency Fees ....................................Cost
Commercial Travel/Subsistence......... Cost
*, City of Rosemead
Proposal for Hellman Ave/Del Mar Blvd. Improvements
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