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CC - Item 4B - Engineering Proposal - Asphalt Concrete Overlay S [ M F O �\ „„if ak ; staf eport TO: HONORABLE MAYOR AND MEMBERS ROSEMEAD CITY COUNCIL FROM: DRANK G. TRIPEPI, CITY MANAGER DATE: V AUGUST 5, 1997 RE: ENGINEERING PROPOSAL - ASPHALT CONCRETE OVERLAY ON VARIOUS CITY STREETS AND HANDICAP ACCESS RAMP PROGRAM - CDBG FY 1997-98 Attached for your consideration is an engineering proposal from Willdan Associates for engineering design, design survey, utility coordination, contract administration, construction observation, monument restoration, and federal labor compliance for asphalt concrete overlay on various City streets and handicap access ramp program. A rubberized asphalt concrete overlay is proposed on various streets which are listed in Exhibit "A." The streets selected conform to priorities recommended in the updated Pavement Management System (PMS) report. Each of these streets is in need of an overlay to prevent more serious and costly deterioration, which could lead to complete reconstruction. In addition, work on each street will include installation of additional parkway trees and repair of curb, gutter, and sidewalk. The total estimated construction !, cost for the street overlay is $225,000. Further, street lighting improvements are proposed on the various streets listed in Exhibit "A." The proposed street lights will be converted to marblelite (concrete) poles with undergrounding conduits. The new lights will be owned, operated, and maintained by Southern California Edison (SCE). The total estimated construction cost for the street !,I lighting improvements is $166,400. COUNCIL AGENDA AUG 121997 ITEM No. Z. L'C -$ August 5, 1997 Page 2 The Handicapped Access Ramp Program will include construction of handicap access ramps and removal and replacement of damaged sidewalk and driveway approaches to comply with the Americans with Disabilities Act (ADA) requirements. Locations of the handicap access ramps will be selected based on highest priority within streets that are not scheduled for near-future pavement rehabilitation. The estimated construction cost for the Handicapped Access Ramp Program is $80,000. The total construction cost for the project is estimated to be $471,400 and the estimated contract period is 35-working days. The construction costs for the various streets overlay and the handicapped access ramp program, as well as the fee for federal labor compliance services, are programmed in the FY 1997-98 City Budget and will be funded by the Community Development Block Grant (CDBG)funds. The attached proposal fees, excluding street lighting services and federal labor compliance fees, will utilize General Funds. The currently adopted Fiscal Year 1997-98 City Budget does not include fund allocations for the street lighting improvements. Therefor, staff is recommending the appropriation of Street Lighting District funds in the amount of$200,000 for Fiscal Year 1997-98 Street Lighting Improvements. Construction of the project is anticipated to occur in the Spring of 1998. The proposed fees are as follows: • Preliminary and Final Design $ 32,300 • Street Lighting Design $ 10,000 • Design Surveying $ 5,000 • Utility Coordination $ 5,000 • Contract Administration $ 7,500 • Construction Observation $ 30,000 • Monument Restoration $ 10,500 • Federal Labor Compliance $ 7 200 Total Proposed Fee $107,500 The total fee, excluding utility coordination, monument restoration, and federal and labor compliance, is in conformance with that portion of the City's agreement with Willdan Associates which pertains to design engineering services. August 5, 1997 Page 3 RECOMMENDATION It is recommended that the Rosemead City Council: 1. Approve the attached engineering proposal. 2. Appropriate $200,000 from unappropriated Street Lighting District funds for street lighting improvements. 3. Direct staff to begin the preparation of the necessary plans and specifications. Attachment C:\IFILES\61\RPTCTY9798CDBG.PRO • EXHIBIT "A" LIST OF STREETS FOR ASPHALT CONCRETE OVERLAY AND STREET LIGHTING IMPROVEMENTS FISCAL YEAR 1997-98 (CDBG) STREET NAME STREET LIMITS Claudia Avenue Mission Drive to Rose Street Glendon Way Rio Hondo Avenue to Hart Avenue Greendale Avenue Marshall Street to North End Guess Street Rosemead Boulevard to Hart Avenue Guess Street Rio Hondo Avenue to Hart Avenue Hart Avenue Ralph Street to South End Ivar Avenue Olney Street to Glendon Way Linda Lee Avenue Glendon Way to South End Linda Lee Avenue Glendon Way to North End Muscatel Avenue Valley Boulevard to Mission Drive Norwood Place Muscatel Avenue to East End Olney Street Ivar Avenue to West End Rosemead Frontage Road Rosemead Boulevard to Grand Avenue Steele Street Ivar Avenue to West End WILLDAN ASSOCIATES ❑ ENGINEERS & PLA\NERS Professional Consulting Services Since 1964 • August 4, 1997 Mr. Frank G. Tripepi City Manager City of Rosemead 8838 E. Valley Boulevard Rosemead, CA 91770 Subject: Proposal for Professional Engineering Design, Design Survey, Utility Coordination, Contract Administration, Construction Observation, Monument Restoration, and Federal Labor Compliance for Asphalt Concrete Overlay on Various City Streets and Handicapped Access Ramp Program - CDBG Fiscal Year 1997-98 Dear Mr. Tripepi: As requested, we are pleased to be given the opportunity to submit this proposal for the above-referenced services. A rubberized asphalt concrete overlay is proposed on various streets which are listed in Exhibit "A." The streets selected conform to priorities recommended in the updated Pavement Management System (PMS) report. Each of these streets is in need of an overlay to prevent more serious and costly deterioration, which could lead to complete reconstruction. In addition, work on each street will include installation of additional parkway trees and repair of curb, gutter, and sidewalk. The total estimated construction cost for the street overlay is $225,000. Further, street lighting improvements are proposed on various streets listed in Exhibit "A." The proposed street lights will be converted to marblelite (concrete) poles with undergrounding conduits. The new lights will be owned, operated, and maintained by Southern California Edison (SCE). The total estimated construction cost for the street lighting improvements is $166,400. The Handicapped Access Ramp Program will include construction of handicap access ramps and removal and replacement of damaged sidewalk and driveway approaches to comply with the Americans with Disabilities Act (ADA) requirements. Locations of the handicap access ramps will be selected based on highest priority within streets that are not 12900 CROSSROADS PARKWAY SOUTH•SUITE 200• INDUSTRY, CALIFORNIA 91746-3499•(562)90B-6200•FAX(562)695-2120 August 4, 1997 Page 2 scheduled for near-future pavement rehabilitation. The estimated construction cost for the Handicapped Access Ramp Program is $80,000. SCOPE OF SERVICES We propose to provide the following basic services for the project: DESIGN SURVEY 1. Perform research at Los Angeles County and the City of Rosemead for survey information. 2. Provide locations of proposed handicap access ramps, existing drive approaches, fire hydrants, street trees, and other possible interferences in parkway areas. 3. Obtain locations of topographic features in the street area between curbs for streets listed in Exhibit "A." 4. Obtain locations of curb, gutter, and sidewalk to be removed and replaced. 5. Obtain locations of pavement to be reconstructed or repaired. 6. Obtain locations of traffic loops and striping. PRELIMINARY DESIGN PHASE 1. Confer with City staff to review, in full detail, the requirements for the project. Review available information and data assembled by City staff. 2. Review compiled data. 3. Develop base drawings. a. Plot existing survey data. b. Identify and plot apparent substructures. c. Conduct field verification of survey data. 4. Determine drainage correction requirements, if necessary, in conjunction with pavement overlay. August 4, 1997 Page 3 5. Develop preliminary street improvement plans. 6. Define limits of pavement and concrete removal. 7. Define limits of pavement replacement. 8 Provide street lighting upgrade plans in compliance with Southern California Edison (SCE) system. 9. Provide plans for restriping and detector loop replacement. 10. Develop preliminary cost estimates. 11. Submit preliminary street lighting plans to SCE for circuit design review. 12. Submit preliminary overlay design plans to all affected agencies and utility companies for review. FINAL DESIGN PHASE 1. Based on the City's, SCE's, and utility companies' comments and requirements, revise plans. 2. Submit revised plans to SCE for final review and comments. 3. Prepare detailed final plans and attend coordination meetings, as necessary, with City personnel and utility companies at various times during the design phase to obtain additional input and review work. 4. Obtain final approval from SCE for street lighting layout and design. 5. Prepare specifications and contract documents to conform to applicable requirements of the City of Rosemead. 6. Prepare final project cost estimates. UTILITY COORDINATION 1. Submit copies of plans to all affected utilities and agencies. August 4, 1997 Page 4 2. Coordinate with SCE for locations of proposed underground street lights conduits. 3. Coordinate with utility companies to provide for any proposed utility improvements prior to construction. 4. Coordinate with water company to implement an upgrade of fire hydrants, as needed, within the project. 5. Send notification to affected utility companies, other agencies, contractor, and City staff, and attend and coordinate the preconstruction conference. CONTRACT ADMINISTRATION 1. Hold pre-bid conference to clarify new HUD's minority participation requirements and answer inquiries from contractors. 2. Provide the City with 30 sets of plans and specifications for bidding. 3. Assist the City in securing bids and awarding project. 4. Attend preconstruction conference and prepare minutes. 5. Provide contract administration for proper enforcement of the contract plans and specifications. 6. Provide engineering support, as needed, to make as-built revisions to the original plans. 7. Provide the necessary consulting services required to coordinate the efforts between the City and the contractor. 8. Review and approve progress payment requests. 9. Answer inquiries and complaints for the City relating to the project. CONSTRUCTION OBSERVATION 1. Mark locations of repairs of pavement, sidewalk, driveway, and curb and gutter. 2. Provide the necessary weekly, monthly, and final reports, as needed. August 4, 1997 Page 5 3. Provide daily construction observation during the construction period. 4. Provide copies of daily construction observation reports on a weekly basis, if requested. 5. Provide necessary coordination with other agencies to provide final inspection of the project. 6. Perform as-built corrections on original drawings. 7. Provide report to the City following final inspection stating that the project has been completed, and provide necessary data for the City acceptance of the project. MONUMENT RESTORATION 1. Set centerline ties for existing centerline monuments found with no existing ties. 2. Replace centerline ties disturbed by construction. 3. Reset centerline monuments, and provide the City with updated set of centerline tie notes. FEDERAL LABOR COMPLIANCE 1. Attend pre-bid conference to clarify new minority participation requirements. 2. Present the CDBG requirements to the contractor at the preconstruction conference. 3. Monitor requirements and submittal of miscellaneous federal compliance documents from contractor and subcontractors, for Affirmative Action and Equal Employment Opportunity. 4. Forward all required documentation to HUD, including required notifications. 5. Monitor compliance with labor laws, Clean Air Act, Federal Water Pollution Control Act, and federal, state, and local safety laws. 6. Monitor Section 3 HUD 1968 of contractor participation. August 4, 1997 Page 6 7. Monitor weekly payroll documentation on a continuous basis, including but not limited to, fringe benefit statements, apprentice documents, special payroll deductions, and other required supporting documents. Documents will be thoroughly checked to meet all Davis-Bacon regulations and miscellaneous HUD requirements. 8. Follow up by certified mail and telephone assistance on delinquent submittals and coordinate with City staff to withhold funds, if required. 9. Conduct random employee interviews as required by HUD and verify results and follow up on any discrepancies. 10. Make recommendations of special actions to be taken if contractor does not cooperate in labor compliance. 11. Prepare and transmit, by certified mail, all necessary notifications on behalf of City. 12. Prepare complete files of federal compliance documentation with the content and format preferred by HUD. 13. Perform a complete final review of federal compliance files to ensure compliance with HUD requirements. Our proposed fees are as follows: • Preliminary and Final Design $ 32,300 • Street Lighting Design 10,000 • Design Surveying 5,000 • Utility Coordination 5,000 • Contract Administration 7,500 • Construction Observation 30,000 • Monument Restoration 10,500 • Federal Labor Compliance 7.200 Total (Fixed Fee) $107,500 The current estimated construction cost for the total project is $471,400. The design fee is based on the fee curve schedule from the American Society of Civil Engineers. The total fee excluding utility coordination, monument restoration, and federal labor compliance is in conformance with that portion of the City's agreement with Willdan Associates, which August 4, 1997 Page 7 pertains to design engineering services. The construction contract period is estimated to be 35-working days. Compensation for weekend inspection and inspection beyond the allocated working days and hours of the construction contract will be on a time-and- materials basis. The cost for testing materials, such as asphalt testing, will be provided through a separate contract with a testing laboratory. Willdan Associates will assist the City in the selection of a testing laboratory and will fully coordinate the services to be provided. If you have any questions regarding this proposal, please contact Mr. Ken Rukavina at (562) 908-6228. Respectfully submitted, WILLDAN ASSOCIATES Ken Rukavina. P. E. Richard L. Kopecky, P. E. Manager Senior Vice President Public Works Design and Construction Management/Survey Enclosure AF T9 956107166511P7.155 EXHIBIT "A" LIST OF STREETS FOR ASPHALT CONCRETE OVERLAY AND STREET LIGHTING IMPROVEMENTS FISCAL YEAR 1997-98 (CDBG) STREET NAME STREET LIMITS Claudia Avenue Mission Drive to Rose Street Glendon Way Rio Hondo Avenue to Hart Avenue Greendale Avenue Marshall Street to North End Guess Street Rosemead Boulevard to Hart Avenue Guess Street Rio Hondo Avenue to Hart Avenue Hart Avenue Ralph Street to South End Ivar Avenue Olney Street to Glendon Way Linda Lee Avenue Glendon Way to South End Linda Lee Avenue Glendon Way to North End Muscatel Avenue Valley Boulevard to Mission Drive Norwood Place Muscatel Avenue to East End Olney Street Ivar Avenue to West End Rosemead Frontage Road Rosemead Boulevard to Grand Avenue Steele Street Ivar Avenue to West End