CC - Item 5C - First Amendment to Professional Services Agreement with CEJ Engineers, Inc., to Provide Design Services for Safe Routes to School - Delta Ave from Mission Dr to Wells StROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: GLORIA MOLLEDA, CITY MANAGER
DATE: FEBRUARY 8, 2022
SUBJECT: APPROVAL OF REINSTATEMENT AND FIRST AMENDMENT TO
PROFESSIONAL SERVICES AGREEMENT WITH CEJ ENGINEERS,
INC. TO PROVIDE DESIGN SERVICES FOR SAFE ROUTES TO
SCHOOL - SIDEWALK GAP CLOSURE - DELTA AVENUE FROM
MISSION DRIVE TO WELLS STREET
SUMMARY
As part of the City's Fiscal Year 2018-2019 Capital Improvement Program (CIP), the City Council
approved the Safe Routes to School - Sidewalk Gap Closure - Delta Avenue from Mission Drive
to Wells Street project (Project). On July 24, 2018, the City Council awarded a professional
services agreement for design services to CEJ Engineers, Inc. In September 2018, prior Public
Works staff directed CEJ Engineers, Inc. to place the design of the Project on hold, and the Project
has been inactive since. The Project is now being restarted, and due to changes in existing field
conditions during the Project's inactivity, the Project requires additional relocation of existing
fixed structures within the public right-of-way on Delta Avenue. Therefore, additional services
from CEJ Engineers, Inc. are needed to complete the final design. The required services include
additional field assessment to reconfirm existing conditions, design of relocated fixed structures
within the public right-of-way, and public outreach with property owners for such relocations.
Staff is requesting to reinstate and amend the professional services agreement with CEJ Engineers,
Inc. to extend the Contract Term and approve Compensation to perform the additional services.
BACKGROUND
In January 2018, staff applied for grant funds under the Caltrans' Active Transportation Program,
formerly known as the Safe Route to School Program, for a sidewalk gap closure on Delta Avenue
and was successfully awarded a grant in the amount of $1.1 million for the construction of the
Project. The Project will install Americans with Disabilities Act (ADA) compliant concrete
sidewalk and curb ramps, colored concrete crosswalks, parkway trees, restoration of damaged
driveways and curb & gutter, and relocation of fence and walls encroaching into the public right-
of-way. The proposed improvements will take place on Delta Avenue between Mission Drive and
Wells Street. They will create a continuous sidewalk on both sides of Delta Avenue to enhance
safety for pedestrians including Shuey Elementary school students that currently walk on the
roadway due to lack of continuous sidewalks. The Project will be the second and final sidewalk
AGENDA ITEM 5.0
City Council Meeting
February 8, 2022
Page 2 of 3
gap closure around Shuey Elementary School. In 2017, the first sidewalk gap closure project
around Shuey Elementary School was successfully completed on Earle Ave, which received a
positive response from the Rosemead community.
On July 24, 2018, the City Council awarded a professional services agreement to CEJ Engineers,
Inc. for design services in the amount of $38,380 for the Project. The design services included the
preparation of engineering calculations, construction plans, technical specifications, and cost
estimates.
In September 2018, 90% of the design package was completed, and prior Public Works staff
directed CEJ Engineers to put the Project on hold; the Project has been inactive since. On
December 31, 2018, the professional services agreement with CEJ Engineers, Inc. expired.
The Project is now restarting, and due to changes in existing field conditions during the Project's
inactivity, the Project requires additional relocation of existing fixed structures within the public
right-of-way on Delta Avenue, including chain link fences and decorative walls, to install the
proposed improvements. Therefore, additional services from CEJ Engineers, Inc. are needed to
complete the final design. The required services include additional field assessment to reconfirm
existing conditions, design of relocated fixed structures within the public right-of-way, and public
outreach with property owners for such relocations.
Furthermore, the grant funds obtained from Caltrans will require the City to execute Federal and/or
State documents and agreements to advance the Project, which may include certifications,
applications, agreements, amendments, and payment requests.
To complete the final design, staff is requesting to reinstate and amend CEJ Engineers, Inc.'s
professional services agreement to extend the Contract Term to December 31, 2023, and increase
Compensation by $12,940.
STAFF RECOMMENDATION
Staff recommends that the City Council:
1. Authorize the City Manager to reinstate and execute First Amendment to the professional
services agreement with CEJ Engineers, Inc. for the Safe Routes to School - Sidewalk Gap
Closure - Delta Avenue from Mission Drive to Wells Street project to extend the Contract
Term to December 31, 2023; and increase Compensation by $12,940, to complete the final
design.
2. Adopt Resolution No. 2022-11 authorizing the City Manager or her Designee to execute
all required documents and agreements to complete the grant scope under Caltrans' Active
Transportation Program.
City Council Meeting
February 8, 2022
Page 3 of 3
FINANCIAL IMPACT
The Project is included in the Fiscal Year 2021-22 CIP with a design budget funded by Measure
R funds in the amount of $75,000. The additional compensation requested does not financially
impact the approved design budget.
The City received $1.1 million from Caltrans under the Active Transportation Program to fund the
Project's construction phase.
STRATEGIC PLAN IMPACT
The Project is consistent with the City of Rosemead's Strategic Plan Goal C - Infrastructure and
Facilities, which is to enhance streets, sidewalks, and public infrastructure; coordinate with
relevant utility agencies regarding safety and enhancements; and modernize facilities by expanding
the use of wireless network technology and renewable energy.
LEGAL REVIEW
This staff report, First Amendment to the Agreement, and Resolution No. 2022-11 have been
reviewed by the City Attorney.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
Prepared and submitted by:
X�e-oz q�
Michael Chung, P.E.
Director of Public Works
Attachment A: Reinstatement and First Amendment to Professional Services Agreement with CEJ
Engineers, Inc.
Attachment B: CEJ Engineers Proposal for Additional Services
Attachment C: Resolution No. 2022-11
Attachment A
Reinstatement and First Amendment to Professional
Services Agreement with CEJ
REINSTATEMENT AND FIRST AMENDMENT TO
PROFESSIONAL SERVICES AGREEMENT
SAFE ROUTES TO SCHOOL - SIDEWALK GAP CLOSURE - DELTA AVENUE
FROM MISSION DRIVE TO WELLS STREET - DESIGN SERVICES
(CEJ ENGINEERS, INC.)
THIS REINSTATEMENT AND FIRST AMENDMENT ("Amendment") is made and
entered into this day of , 2022, ("Effective Date"), by and between the City
of Rosemead, a municipal corporation of the State of California, located at 8838 E. Valley
Blvd., Rosemead, California 91770, ("City") and CEJ Engineers, Inc., with its principal
place of business at 18800 Amar Road, Suite B13, Walnut, CA 91789 (hereinafter
referred to as "Consultant").
WHEREAS, City and Consultant entered into a Professional Services Agreement
dated July 24, 2018, for Consultant to render such services described in the Original
Agreement; and
WHEREAS, Section 3.1.2 of the Original Agreement defines Agreement term to
expire in December 31, 2018; and
WHEREAS, City requested Consultant to provide additional design services for
the project, which were not included in the Original Agreement; and
WHEREAS, City and Consultant desire to reinstate the Agreement and extend the
term to expire in December 31, 2023, for Consultant to continue to render additional
services requested by the City; and
WHEREAS, Section 3.3.1 of the Original Agreement defines Agreement
compensation not to exceed Thirty -Eight Thousand Three Hundred Eighty Dollars
($38,380.00); and
WHEREAS, City and Consultant desire to increase the compensation by Twelve
Thousand Nine Hundred and Forty Dollars ($12,940) to a not to exceed amount of Fifty -
One Thousand Three Hundred and Twenty Dollars ($51,320).
CEJ Engineers, Inc.
Page 2 of 3
NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of
which is hereby acknowledged, the parties agree as follows:
1. The Original Agreement shall be reinstated.
2. Section 3.1.2 of the Original Agreement shall be amended to read as
follows:
3.1.2 Term. The term of this Agreement shall be from Effective Date
shown above to December 31, 2023, 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.
3. Section 3.3.1 of the Original Agreement shall be amended to read as
follows:
3.3.1 Compensation. Consultant shall receive compensation, including
authorized reimbursements, for all Services rendered under this
Agreement, as specified in the attached Consultant proposal (i.e., hourly
rates, expenses, etc.), but not to exceed Fifty -One Thousand Three
Hundred and Twenty Dollars ($51,320). Such payments shall be made on
an as -needed basis as directed by the City. Extra Work may be authorized,
as described below, and if authorized, will be compensated at the rates and
manner set forth in this Agreement.
4. All terms not defined herein shall have the same meaning and use as set
forth in the Original Agreement.
5. All other terms, conditions, and provisions of the Original Agreement shall
remain in full force and effect.
IN WITNESS WHEREOF, City and Consultant have executed this reinstatement
and Amendment as of the date set forth above.
(SIGNATURES ON NEXT PAGE]
CEJ Engineers, Inc.
Page 3 of 3
CITY OF ROSEMEAD CEJ ENGINEERS, INC.
By:
Gloria Molleda, City Manager Date Signature
Name:
Print
Attest:
Title:
Ericka Hernandez, City Clerk Date
Date
[If Corporation, TWO SIGNATURES, President
OR Vice President AND Secretary, AND
CORPORATE SEAL OF CONTRACTOR
REQUIRED]
Approved as to Form:
Rachel Richman, City Clerk Date Name:
Title:
Attachment B
CEJ Engineers Proposal for Additional Services
January 31, 2022
CITY OF ROSEMEAD
Michael Chung, P.E.
Director of Public Works
8838 E. Valley Boulevard
Rosemead, CA 91770
`• I'ugrueert leie �JJ
SUBJECT: PROPOSAL FOR UPDATE AND REVISE PLANS OF SR2S SIDEWALK GAP
CLOSURE PROJECT AT DELTA AVENUE FROM MISSION DRIVE TO WELLS
STREET (RFP NO. 2018-15)
Dear i 1r. Chung,
CEJ Engineers is pleased to have the opportunity to submit this proposal for professional engineering services
related to the City's project. CEJ Engineers specializes in street design and street improvement projects. Our
staff has extensive experience in preparing street construction plans, drainage studies, utility coordination,
master plans, and preparing PS&E for various projects in accordance with local and regional standards and
policies.
Our key personnel has more than 40 years of experience in working and communicating with a wide spectrum
of relevant public agencies throughout Orange County and the Los Angeles County. CEFs personnel have
provided professional consulting services to cities, special districts, and other governmental agencies within
Southern California and Caltrans. CEJ is dedicated to professional quality and technical excellence through a
proactive QA/QC program.
The CEJ team will provide services for the aspects required for this project as per the scope of work.
The following Exhibits are enclosed:
❑ Exhibit A — Scope of work
❑ Exhibit B — Proposed Fee
We believe the CEJ Team provides the right combination of experienced staff, Project understanding, and local
knowledge to successfully assist the City of Rosemead with Engineering Services. Please feel free to contact
us to discuss any aspects of this proposal or to arrange for an interview at (626) 667-8675 or at
j cervantes@cej-eng. com.
Respectfully Submitted,
Joaquin Cervantes, P.E.
Principal
CEJ Engineers, Inc.
18800 Amar Rd., Suite 813
Walnut CA 91789
Engineers e Surveyors • Planners
Q 18800 Amar Rd. Suite B 13, Walnut CA., 91789 / 626-667-8675
SR2S SIDEWALK GAP CLOSURE PROJECT AT DELTA AVENUE FROM MISSSION DRIVE TO WELLS STREET
Table of Contents
ScopeOf Work.............................................................................................................................................. 3
ProjectManagement.................................................................................................................................... 3
ProjectUnderstanding.................................................................................................:................................ 4
Plans, Specifications & Estimates.................................................................................................................. 4
ProjectSubmittals......................................................................................................................................... 5
Engineers • Surveyors • Planners
OSE�E-1 18800 Amar Rd. Suite BI 3, Walnut CA. 91789 / 626-667-8675
SR2S SIDEWALK GAP CLOSURE PROJECT AT DELTA AVENUE FROM MISSSION DRIVE TO WELLS STREET
Scope Of Work
The following tasks 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 Kick-off Meeting, and
Project meetings.
Project Kick-off Meeting
A Project Kick-off 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).
Project Meetings
CEJ will attend project meetings as required. We anticipate we will need to attend a total of 3 meetings
(kick-off and 2 design meetings).
Quality Control Approach
The primary and most important fundamental aspects to the execution of any construction contract is
the adherence to an established Quality Assurance/Quality Control (QA/QC) plan. CEJ proposes Carlos
Alvarado as QA/QC manager for all task orders. He has over 40 years of experience in management and
oversight of public agency projects. These QA/QC procedures are implemented from initial scoping
through agency review and approval. As the QA/QC manager, Carlos Alvarado's responsibilities will
include the following:
➢ Review project scope, schedule, and budget after the kick-off meetings,
➢ Review progress at critical stages of the project,
➢ Make technical suggestions,
➢ Provide management recommendations,
➢ Review deliverables prior to submission
➢ Review the overall project to make certain the projects standards are being achieved
SR2S SIDEWALK GAP CLOSURE PROJECT AT DELTA AVENUE FROM MISSSION DRIVE TO WELLS STREET
Project Understanding
CEJ conducted a field review of the subject street within the Project limits. The project is located at Delta
Avenue from Mission drive to Wells street. The Improvements include grading, removals and installation of
new sidewalk, retaining curbs, driveways and curb gutter reconstruction, tree planting and appurtenant
improvements. The following describes the scope of work:
Delta Avenue — (Mission Drive to Wells Street.)
Delta Avenue is a two lane road, classified as Residential Street. It is 40 feet wide with a total distance of
approximately 1,700 LF.
Existing Conditions:
There is currently no sidewalk on both sides of the street except for a few locations and large sections of
damaged driveways and curb and gutter.
Proposed Scope
Updated Scope as requested by the City:
CEJ will review existing improvements that are interfering with the proposed improvements (sidewalk,
etc.) within public right of way. CEJ will include the proposed relocations and/or reconstruction of such
existing improvements, specifications, and estimates.
CEJ will coordinate the necessary public outreach with the affected property owners and prepare right
of entry letters for work impacting each private property/existing improvements, and outreach to
affected properties and obtain right of entry for the proposed improvements.
Right of way entry forms will be obtained from all impacted properties prior to Final Construction plans,
specifications and estimates.
The City's construction budget will determine the extent of the improvements, sidewalk and curb and
gutter replacements.
Plans, Specifications & Estimates
Task 1- Field Condition Assessment
1.1 Prepare a field reviews to assess the physical conditions of the site and utilities 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 from the City. We will review all City -supplied information and neighborhood concerns.
SR2S SIDEWALK GAP CLOSURE PROJECT AT DELTA AVENUE FROM MISSSION DRIVE TO WELLS STREET
Task 2- Construction Plans
The Plans, Specifications, and Estimates will conform to the City of Rosemead's standards and practices.
2.1 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"x36") 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.
2.2 CEJ will conduct all necessary research to establish precise location of all utilities and utility
easements for each project. CEJ will provide the utility with a preliminary notification/request for
current information letter and up to three relocation notices via certified mail CEJ will consult with
affected utility companies requiring relocations, and resolve any conflicts, keeping City staff
informed in writing, including the possibility of undergrounding utilities presently on poles along the
project area. Comply with Caltrans' "Manual on High and Low Risk Underground Facilities within
Highway Rights -of -Way. Construction plans will include telephone numbers of utilities and other
affected agencies; power poles; driveway approaches; edge of pavement; water service relocation
and/or installation if necessary; sewer manhole cover and water valve cover adjustment if
necessary; and other utility's that are of benefit to the design of the project.
2.3 Retaining wall plans and Structural calculations. CEJ will prepare retaining wall plans and structural
calculations for the proposed retaining wall along the segment of homes as necessary. Structural
calculations will be prepared and submitted to the City for review and approval.
2.4 CEJ will address all comments and obtain final design approval from the City of Rosemead.
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.
Task 3- Public Outreach
During the design process, CEJ will conduct public outreach to inform affected homeowners of the
impacted properties.
Project Submittals
The final plans will be submitted in three (3) submittals and will consist of the following submittals and
materials.
SR2S SIDEWALK GAP CLOSURE PROJECT AT DELTA AVENUE FROM MISSSION DRIVE TO WELLS STREET
The 60% submittal materials will include the following:
60% Improvement Plans
• Title Sheet with vicinity map, General Notes, Signature Blocks, Legend, Sheet Index, Utility
Contact Information.
• Utility Plans
• Sidewalk Plans, Profiles, Sections, Details, and Construction Notes
• Construction Plans with base mapping including survey and utility locations.
The 90% submittal materials will include the following:
• 90% Improvement Plans
• 90% Specifications
• 90% Engineers Estimate - Including Quantity Calculations and Cost Data.
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 and PDF version.
Schedule:
CEJ will prepare and complete 100% PSE within 4 weeks after NTP. CEJ will work closely with City Staff
and affected property owners in order to meet the Citys schedule
SR2S SIDEWALK GAP CLOSURE PROJECT AT DELTA AVENUE FROM MISSS/ON DRIVE TO WELLS STREET
Proposed Fee
Our proposed fee is based on the proposal required format and is not to exceed lump sum fee amount
of $12,940, based on established hourly rates.
CLIENT:
city of Rosemead
CEJ Engineers Inc_
PROJ:
SR2S Sidewalk Gap Closure Project -Delta Ave
JOB NO:
SUMMARY
PROPOSAL FEE
DATE:
01/31/22
Page 1 of 1
LABOR
Task 1 FIELD REVIEW ASSESSMENT
B
Engineer/ Senior Designer
10
$150
$1 500
$1,500
LABOR
Task 2 CONSTRUCTIONDRAWINGS
Street Plans Senior Engineer
24
' $160
1 $3,840
B
Ret Wall Engineer/ Senior Designer
16
$150
$2,400
C
iCADD Designer/ Technician
19
$100
$1,900
D
Struc Calcs Sructural Engineer
4
$150
$600
$8,740
LABOR
Task 3 PUBLIC OUTREACH
Class
Position/Name
Hours
Rate
Subtotal
A
Engineer/ Senior Designer
18
$150
$2,700
LABOR:
$2,700
OTHER EXPENSES
PROPOSEDFEE
Total Labor at Billing... Rates........ _....
....... . .
$12,940.........
Reimbursable Expenses
$0
PROPOSED FEE:
12,940
Proposal By/ Project Manager
Joaquin Cervantes, P.E
CEJ ENGINEERS, INC.
Effective July 1, 2021 to June 30, 2022
Hourly Rate Schedule
ENGINEERING DIVISION
Principal Engineer.....................................200.00
Project Manager ....................................... 180.00
Senior Project Engineer ........................... 160.00
Senior Engineer ...................................... 150.00
Associate Engineer .................................. 140.00
Design Engineer ...................................... 130.00
Designer/CADD Drafter ........................... 100.00
Clerical/Technical Aide ............................... 85.00
LANDSCAPE ARCHITECTURE
Senior Landscape Architect ......................120.00
Associate Landscape Architect ................ 105.00
REIMBURSABLE EXPENSES
SURVEYING DIVISION
Senior Surveyor........................................180.00
Senior Survey Analyst..............................160.00
Survey Analyst II ......................................140.00
Survey Analyst I .......................................120.00
Survey Party Chief ...................................130.00
Field Party (Three) ...................................240.00
Field Party (Two) ...................................... 200.00
Field Party (One)..................................125.00
CONSTRUCTION MANAGEMENT/ INSPECTION
Construction Manager..............................150.00
Supervising Public Works Observer ......... 120.00
Senior Public Works Observer .................110.00
Public Works Observer.............................100.00
Construction Engineer................................95.00
Reproduction....................................Cost plus 10%
Subconsultant Services ..................... Cost plus 10%
Automobile Transportation ..................Current rate
Delivery, Freight, Courier .....................Cost
Agency Fees ....................................Cost
Commercial Travel / Subsistence......... Cost
Additional billing classifications may be added to the above listing during the year as new positions are created. The above schedule is for straight time.
Blueprinting, reproduction, messenger services, and printing will be invoiced at cost plus ten percent (10%). A subconsultant management fee of ten percent (10%)
will be added to the direct cost of all subconsultant services to provide for the cost of administration, consultation, and coordination., the rates may be raised once
per year to the value of change of the Consumer Price Index for the Los Angeles/Orange County area, but not more than five percent per year.
Attachment C
Resolution No. 2022-11
RESOLUTION NO. 2022-11
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ROSEMEAD, CALIFORNIA, AUTHORIZING CITY MANAGER OR HER
DESIGNEE TO EXECUTE AGREEMENTS WITH THE CALIFORNIA
DEPARTMENT OF TRANSPORTATION FOR THE ACTIVE
TRANSPORTATION PROGRAM
WHEREAS, the City of Rosemead is eligible to receive Federal and/or State funding for
certain active transportation projects, through the California Department of Transportation
(Caltrans); and
WHEREAS, the City of Rosemead has applied for and received a funding approval of
$1,100,000 from the Caltrans' Active Transportation Program; and
WHEREAS, Federal and/or State documents and agreements are required to be executed
in relation to each phase of funded work such as Engineering, Environmental Studies, Right -of -
Way, Construction, and Reimbursement and Closeout with the Caltrans before such funds can be
claimed through the Caltrans' Active Transportation Program; and
WHEREAS, the City of Rosemead wishes to delegate authorization to the City Manager
or her Designee to execute these documents, agreements, and any amendments thereto
THE ROSEMEAD CITY COUNCIL HEREBY RESOLVES AS FOLLOWS:
SECTION 1. The City Council hereby authorizes the City Manager or her Designee to
execute all required documents and agreements for the completion of the grant scope under
Caltrans' Active Transportation Program
SECTION 2. The City Clerk shall certify to the adoption of this Resolution.
PASSED, APPROVED, AND ADOPTED this 8th day of February, 2022.
Polly Low, Mayor
APPROVED AS TO FORM: ATTEST:
Rachel Richman, City Attorney Ericka Hernandez, City Clerk
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES) §
CITY OF ROSEMEAD )
I, Ericka Hernandez, City Clerk of the City Council of the City of Rosemead, California, do hereby
certify that the foregoing City Council Resolution No. 2022-11, was duly adopted by the
City Council of the City of Rosemead, California, at a regular meeting thereof held on the 8th day
of February, 2022, by the following vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Ericka Hernandez, City Clerk