CC - Item 4F - Fiscal Year 2015-16 Road Resurfacing Projects Award of Contract - Design EngineeringROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: JEFF ALLRED, CITY MANAGER 0
DATE: AUGUST 11, 2015
SUBJECT: FISCAL YEAR 2015 -16 ROAD RESURFACING PROJECTS
AWARD OF CONTRACT - DESIGN ENGINEERING
SUMMARY
As part of the Fiscal Year 2015 -16 Capital Improvement Program, the City Council
approved two street rehabilitation projects entitled "Annual Residential Resurfacing'
and 'Temple City Blvd Resurfacing: 10 Freeway to Guess St. ". The Temple City
Boulevard project will include street rehabilitation and resurfacing from 1 -10 to Guess
Street. The Annual Residential Resurfacing will consist of street rehabilitation and
resurfacing on Steele Street from Ellis Lane to Rosemead Boulevard, and Ivar Avenue
from Mission Drive to Marshall Avenue. The scope of work for these projects includes
the grind and replacement of asphalt, repair and replacement of sidewalk, curb and
gutter, new roadway striping, and related work.
This award of contract is for design services for these projects, which includes
surveying, pavement analysis, and development of street improvement plans. These
projects are funded through Gas Tax and Prop C. funds in the amount of $975,000.00.
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 "Annual
Residential Resurfacing' and 'Temple City Blvd Resurfacing /10Fwy to Guess St."
improvement projects in the amount of $82,420.00 and authorize a contingency of
$12,300 (approximately 15 %) to cover the cost of any unforeseen elements in the
design process.
BACKGROUND
As part of the Fiscal Year 2015 -16 Capital Improvement Program, the City Council
approved two street rehabilitation projects to repair the roadway surface for City
streets. One project is the Annual Residential Resurfacing Project which targets the
residential streets most in need of repair. For this project, the Engineering Division has
ITEM NO. 4.F
APPROVED FOR CITY COUNCIL AGENDA:
City Council Meeting
August11, 2015
Page 2 of 3
identified two residential roadway segments, Steele Street between Ellis Lane and
Rosemead Boulevard, and Ivar Avenue between Mission Drive and Marshall Street,
based on their current condition. Based on the City's Pavement Management Program
(Pi which was last updated during Fiscal Year 2012 -13, Steele Street had a
Pavement Condition Index (PCI) score of 30 out of 100, ranking it as "Very Poor ". Ivar
Avenue, between Mission Drive and Marshall Street, has a PCI Score of 60, which is
right on the threshold of "Fair" (Scores 60 -74) and "Poor" (Scores 41 -59). The other
adopted project is the resurfacing of Temple City Boulevard between I -10 and Guess
Street. This roadway segment has a PCI Score of 44, ranking it as "Poor ".
Staff has identified the necessary consulting services to complete the design phase for
these projects and they include:
• Surveying
• Pavement Analysis
• Preliminary and Final Design
• Striping Plans
• Construction Plans and Specifications
• Construction Support
City Staff distributed a request for proposals (RFP) to four (4) engineering firms from
the City's On -Call Engineering Services List. Proposals were received from three of
the four firms with the following result:
RANK
CONSULTANT
LOCATION
BID AMOUNT
1
CEJ Engineers, Inc.
Irwindale, CA
$ 82,420.00
2
Infrastructure Engineers
Orange, CA
$102,925.00
3
Transtech Engineers, Inc.
Chino, CA
$125,000.00
4
Willdan Engineering
Industry, 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. CEJ Engineers,
Inc. has designed a number of projects throughout the City, including previous road
resurfacing project, including Montebello Boulevard / Town Center Drive Project,
FINANCIAL REVIEW
Funding for this project was approved by the City Council as part of the City's Fiscal
Year 2015 -16 Capital Improvement Program. The total budget of $975,000 includes
$500,000 from Gas Tax funds and $475,000 from Prop C funds.
City Council Meeting
August 11, 2015
Page 3 of 3
Prepared by:
Sea SSea —ullivan
Public Works Manager
Submitted by:
T
afael M. Fajardo, P.E.
City Engineer
Matt ew k ss /orth
Assistant City Manager /Acting Director of Public Works
Attachments:
1. Request for Proposals
2. Proposal from CEJ Engineers, Inc.
CITY OF ROSEMEAD
PUBLIC WORKS /ENGINEERING DIVISION
REQUEST FOR PROPOSALS FOR PROFESSIONAL ENGINEERING SERVICES
INTRODUCTION
The City of Rosemead is requesting proposals from registered, professional engineering
firms to provide civil engineering services. The engineering services desired include, but
are not limited to, Pavement Analysis, General Surveying Services, Construction plans
and Specifications for the Annual Residential Resurfacing Project.
BACKGROUND
The City of Rosemead received funding in the amount of $975,000 from Gas Tax and
Prop C. The project will include the street paving, sidewalk replacement, curb and
gutter, tree planting, striping and appurtenances.
PROJECT LOCATIONS
STREET
FROM
TO
LENGTH
WIDTH
PCI
Steele Street
Ellis Lane
Rosemead
41170
40
30
Boulevard
Ivar Avenue
Mission
Marshall
3400
33
60
Drive
Avenue
,
Temple City
1 10
Guess Street
1,925
60
44
Boulevard
Freeway
SCOPE OF SERVICES
The following is a general outline of the scope of work to be provided by the consultant.
While it is intended that the following scope of work include all elements essential to
develop the project, those submitting proposals are advised to perform their own field
reconnaissance and include any items which they feel have been overlooked. The
consultant may also note any required items which they feel to be excessive or
unnecessary. The description and cost of such items should be noted separately in the
proposal. Services required to complete this project by the consultant shall include:
PAVEMENT ANALYSIS
The consultant shall perform all geotechnical services necessary for engineering design
of indicated proposed improvements, including but not limited to:
1. Perform subsurface exploration and analysis for R -value determination
2. Provide geotechnical evaluation and recommendations on, including, but not
limited to pavement design, removal of unsuitable materials, etc.
3. An investigation of the existing pavement conditions shall be performed at all
the locations. Pavement coring and soil samples shall be taken and tested to
determine the R values and structural pavement sections to be considered for
the project. The Consultant shall record the pavement and base thickness of
each coring and record in -situ soil type, weight, moisture content, relative
compaction, etc. as recommended by the Geotechnical Engineer supervising
the investigation. Boring logs shall be prepared and presented in a report
along with all the results.
4. All in place /laboratory tests, sampling and reports shall be performed and
prepared in accordance with Caltrans and other applicable agency
procedures policies, regulations, requirements and formats.
5. Potholes within the proposed pavement construction area may be considered
for an alternate repair treatment at the discretion of the Public Works
Inspector.
6. It will be responsibility of the Consultant to notify Underground Service Alert
prior to the start of any subsurface exploration work. The Consultant shall
obtain a NO FEE permit from the City Engineer's office to operate and
conduct explorations within the public right of way.
7. Approximate three (3) borings at each street which location will be at the
discretion of the Public Works Inspector.
SURVEYING
A. HORIZONTAL CONTROL MAINTENANCE
1. Provide cross - sections every 50 feet for top of curb, flow line, existing
grade elevation of asphalt, edge of gutter, grade breaks elevations as
well as at street centerline required.
2. Provide a "Base Map" for the street showing right of way, existing curb
and gutter, driveway approaches, sidewalk, trees, utility pull boxes,
traffic loops, striping, etc. including all substructures such as sewer,
water, phone, cable, gas, etc.
3. Submit a stamped hard copy and electronic file in CAD format.
4. Perform research for centerline horizontal control, i.e. existing
centerline ties and monuments (spike and washers, well monuments,
L &T's, etc.).
5. Perform all field work as needed to locate and tie out existing
centerline control that may be disturbed by the proposed street
improvements.
6. After project completion, provide temporary control for assisting
contractor in placing all proposed new well monuments per City
Standard No. S08-001 (see attached copy).
7. Reset centerlines ties as needed (tangent ties are required) at all curb
returns, etc. where centerline ties have been disturbed or are missing.
See exhibit "A" for missing and centerline monuments. Punch
centerline intersection "blank" monument domes in new well
monuments installed by contractor, in accordance with City Standard
Plan No. S08 -001.
8. Provide all tie notes, corner records, etc. for all horizontal centerline
control set. Record all documents with Los Angeles County
Department of Public Works Survey Division. Provide digital file for
said work.
9. Provide cross - sections every 25 -feet for top of curb, flow line, existing
grade elevation of asphalt, edge of gutter, grade breaks elevations as
well as at street centerline as required for Steele Street from Rio
Hondo Avenue to Ellis Lane.
B. VERTICAL CONTROL
1. Replace or establish benchmarks required to perpetuate the existing
vertical control network. (If necessary)
Note: All survey work shall be done under the supervision of a Registered Land
Surveyor or Civil Engineer authorized to do land surveying in the State of California.
Surveyor shall provide temporary control without undue delay to the City's contractor
subject to 48 hour notice given request by contractor. Note re- staking of temporary
control shall be considered extra work.
DESIGN
1. Preliminary Design Layout for Approval
(Consultant to Coordinate with City Staff during Design Phase)
2. Final Design Phase
3. Prepare Construction Plans and Specifications.
4. Prepare Striping Plans
5. Prepare Construction Cost Estimate
Construction plan components may include, but are not limited to:
• Title Sheet.
• Utility Plans.
• Erosion Control Plans.
• Roadway Plans, Profiles, Sections, Details and Construction Notes.
• Traffic Signal Plans.
• Striping Plans.
Each sheet of plans shall include the City of Rosemead title blocks and shall bear the
professional seal, certificate number, registration classification, and expiration date of
the professional responsible for their preparation. The signature of the responsible shall
include on final submittals.
Review submittals shall be half size (1.1" x 17'), three copies. An electronic copy (PDF
format) will also be required.
Plans submittals shall be 70 %, 90% and 100 %. Final plans shall be formatted for 22" x
34" plans. Final submittal shall include one set plotted on Mylar and electronic copies of
the AutoCAD files complete.
Construction Specifications
Specifications shall be prepared using the latest City of Rosemead boilerplates and
most current Standard Special Provisions and amendments.
Construction Support
• Attending pre- construction meeting.
• Responding to Request for Information (RFI) on the design plans or in the special
provisions. (Note: Consultant shall be required to provide responses to
contractors' inquiries clarifying any errors, discrepancies, missing
information, and oversights in the ME during the construction period at no
cost to the City. This may involve revising the plans and specifications as
necessary to appropriately respond to the inquiries. Consultant shall provide
responses within two (2) working days after receiving the initial inquiry.
• Providing field visits during construction if necessary
• Prepare As -Built Plans.
PROPOSALFORMAT
The proposal shall be submitted in the following format:
1. A Cover Letter summarizing the proposal.
2. Fee — Provide not to exceed fee budget for each item described in the above scope
of services.
3. Hourly rates — Provide hourly rates schedule for all work to be done under the scope
of services and for any extra work authorized by the City Engineer.
SELECTION PROCEDURE AND SCHEDULE
An award of this contract shall be based on a bid basis.
Tentative Schedule:
1. Proposal due date
2. Proposed Project Award
Tentative Project Schedule:
1. Preliminary Design Completion
2. Final Plans & Specifications Completion
3. Bid Opening
4. Award
5. Construction
DISCRETION AND LIABILITY WAIVER
10:00 a.m. July 22 "d, 2015.
August 11th, 2015.
October 30th, 2015.
December 161h, 2015.
January 20th, 2016.
February gth, 2016
March — May, 2016.
The City reserves the right to reject all proposals or to request and obtain, from one or
more of the consulting firms submitting proposals, supplementary information as may be
necessary for City staff to analyze the proposals pursuant to the consultant selection
criteria contained here. The distribution of this RFP does not bind the City to award an
agreement.
The City is not liable for costs incurred by the consultant for the cost of the proposal.
The consultant, by submitting a response to this RFP, waives all rights to protest or
seek any legal remedies whatsoever regarding any aspect of this RFP.
All proposals shall be binding for a period of 60 days after the proposal due date.
DIRECTION FOR DELIVERY OF PROPOSAL.
Two (2) copies of the sealed project proposal shall be delivered no later than 10:00
a.m., July 22nd, 2015, at the following location:
CITY OF ROSEMEAD
Public Works Department
8838 E. Valley Boulevard
Rosemead, CA 91770
Attn. Rafael M. Fajardo
City Engineer
r�
OSE EAD
Today's Small Town America
PROPOSED LOCATIONS:
CITY OF ROSEMEAD
ANNUAL STREET RESURFACING PROJECT
FY 2015 -2016
LOCATION MAP
IVAR AVE FROM MISSION DR TO MARSHALL ST
STEELE ST FROM ELLIS LN TO ROSEMEAD BLVD
TEMPLE CITY BLVD FROM 1 -10 FWY TO GUESS ST
0 0.25 0.5 +
iiiiiiii Miles �
July 21, 2015
Mr. Rafael Fajardo, RE
City Engineer
City of Rosemead
8838 E. Valley Boulevard
Rosemead, CA 91770
Subject: Proposal for the City of Rosemead Annual Resurfacing Project
Dear Mr. Fajardo:
CEJ Engineers, Inc. can provide the City of Rosemead with the technical expertise required to
successfully complete the Project documents as shown above. The CEJ team will provide
services for the aspects required for this project as per the REP
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 Project. Please feel to contact us to discuss any aspect of
this proposal.
Respectfully Submitted,
CEJ Engineers, Inc.
Joaquin Cervantes, P.E.
President
euorgns.wc.
15859 ast Edna Pl., Suife 101
hwindale, CA 91706
(626) 960 -0152 - Direct
(626) 960 -9002 - Fax
(626) 893 -9266- Mobile
CEJ Engineers, Inc.
15859 East Edna PI., Suite 101, Irwindale CA., 91706 / 626 - 960 -0152 1 626.893.9266
Scope of Work
Project Understanding
The project consists of the street reconstruction and sidewalk improvements. Improvements
include new sidewalk, curb and gutter, removal and replacement of existing pavement and
surveying services.
Proiect Locations
Steele Avenue (4,170 LF)— Ellis Lane to Rosemead Blvd. Steele Street is a residential street
that runs east —west. This street will require sidewalk improvements on both sides of the street
at locations where sidewalk is missing. Grading and retaining curbs will be required at various
locations. Curb and gutter and sidewalk will also have to be replaced where damaged.
Temple City Blvd (3,400 LF)- 1 -10 Freeway to Guess Street. Temple City Blvd is a Major
Arterial that runs north - south. Improvements such as curb and gutter and sidewalk replacement
will be necessary at damaged locations.
Ivar Avenue (1,925LF)— Mission Drive to Marshall Avenue. Ivar Avenue is a residential street
that runs north - south. Improvements such as curb and gutter and sidewalk replacement
will be necessary at damaged locations.
Project Team Management
Pro set 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.
SCOPE OF WORK
1. Geotechnical Services
CEJ will prepare a geotechnical investigation for all indicated proposed improvements. The
analysis will include the following:
A. Perform subsurface exploration and analysis for R -value determination.
B. Provide geotechnical evaluation and recommendations on pavement design, removal of
unsuitable materials.
C. An investigation of the existing pavement conditions shall be performed at all the locations.
Pavement coring and soil samples shall be taken and tested to determine the R values and
City Rosemead
Improvements
WW Temple City Blvd- 1-10 to Guess Street Improvements
Pg 1
and base thickness of each coring and record in -situ soil type, weight, moisture content,
relative compaction, etc, and will provide recommendations by the Geotechnical Engineer
supervising the investigation. Boring logs shall be prepared and presented in a report along
with all the results.
D. All in place /laboratory tests, sampling and reports shall be performed and prepared in
accordance with Caltrans and other applicable agency procedures policies, regulations,
requirements and formats.
E. Potholes within the proposed pavement construction area may be considered for an
altemate repair treatment at the discretion of the Public Works Inspector.
F. CEJ will notify Underground Service Alert prior to the start of any subsurface exploration
work. The Consultant shall obtain a NO FEE permit from the City Engineer's office to
operate and conduct explorations within the public right of way.
G. CEJ will conduct approximate three (3) borings at each street which location will be at the
discretion of the Public Works Inspector.
2. Topographic Survey and Mapping
A. Topographic 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;
I. Provide cross sections. 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. Elevations at every 50 feet and
at critical locations as necessary to map contours at 1 -foot intervals. Elevations
will be based on a County bench mark datum at top of curb. Establish horizontal
and vertical control, and establish line and grade of existing street improvements,
including driveways and asphalt pavement
2. Base Map. We will prepare a base map for the street showing right of way,
existing curb and gutter, driveway approaches, sidewalk, trees, utility pull boxes,
striping, etc. including all substructures manholes such as sewer, water, phone,
cable, gas, etc.
3. Submit stamped hard copy and electronic file in CAD format
Horizontal Control
4. Centerline Horizontal Control Research. We will perform centerline and
horizontal control i.e. existing centerline ties and monuments (spike and washers,
well monuments, L &T's, etc.) if required in addition to the City provided
information.
J1 City of Rosemead
u\ Temple City Blvd- 1 -10 to Guess Street Improvements
R•. pg 2
�EliONFIIiB. WC.
Rsr^-
5. Horizontal Control. We will perform all required and necessary field work to
located and tie out existing centerline control before project commencement that
may be disturbed by the proposed street improvements.
6. Reset Centerline Ties. We will reset centerlines ties as needed (tangent ties are
required) at all curb returns, etc., where centerline ties have been disturbed or
missing. All monument domes that are installed by the Contractor per City
Standard Plan No. S08 -001, will be punched with centerline intersection "blank ".
7. Provide tie notes and corner records. After project completion, we will provide all
tie notes, corner records, etc. for all horizontal centerline control set. Record all
documents with Los Angeles County Department of Public Works Survey
Division and will provide digital files.
Vertical Control
1. Based on a field meeting and discussions with City personal, we do not anticipate
installation of additional benchmarks for any locations
3. Street Improvements Plans
CEJ will prepare street improvement plans for the project. CEJ will submit three sets of
plans, and estimate to the City for review and comment in 70 %, 90 %, and 100% stages.
CEJ shall address the City's comments and incorporate all comments. The Final submittal
shall include one set of wet - signed hard copy plans on Mylar sheets (22" x 34 "), a final
engineer's estimate, and one CDROM of the full set of AutoCAD plan sheets, and estimate.
The review submittals will be submitted on half size (11" x 17 "); five copies and an electronic
copy (PDF format). The submittals will include the following plan components;
Design Submittal
Street and Sidewalk Improvement Plans. We will prepare street improvement plans for all
three (3) separate streets which include the following tasks;
1. Preliminary Design Phase. CEJ will prepare a preliminary design for City review and
approval. Approval of primary design will be required at this stage.
2. Final Design Phase. After approval of preliminary design. CEJ will prepare final
design plans. The Plans, Specifications, and Estimates will conform to the City of
Rosemead's standards and practices.
3. Preparation of Construction Plans and Specifications. (PS &E). CEJ will prepare final
PS &E construction documents.
4. Striping Plans. CEJ will prepare signing and striping plans for all three projects.
5. Construction Cost Estimate. CEJ will prepare a final detailed engineers estimate
prepared in Microsoft Excel spreadsheet format that includes the bid items described
City of Rosemead
Temple City Blvd -1 -30 to Guess Street Improvements
Pg 3
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. CEJ will address all comments and obtain final design
approval from the City of Rosemead
The 70 %, 90% and 100% submittal materials will include the following.
a. Title Sheet with vicinity map, General Notes, Signature Blocks, Legend, Sheet Index,
and Utility Contact Information.
b. Utility Plans
c. Erosion Control Plans
d. Street Improvement Plan and Profile
e. Section and Detail Sheet.
f. Project Specifications
a. Draft Bid and Final Schedule
b. Engineers Estimate Including Quantity Calculations and Cost Data.
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. This
task involves responding in a timely manner (maximum 2 working days) at no additional
cost to the City.
• Field visits and construction observations as necessary or as requested by the City.
• Prepare record drawings (As- Built) 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 $82,420.
City of Rosemead
Temple City Blvd-1 -10 to Guess Street Improvements
Pg 4
Schedule of Hourly Rates
CEJ ENGINEERS, INC.
Effective July 1, 2015 to June 30, 2016
Hourly Rafe Schedule
Principal Engineer.. ... ........................
... 140.00
Project Manager......................... ........
...... 130.00
Senior Project Engineer ...........................
120.00
Senior Engineer ....... ...............................
110.00
Associate Engineer ... ...............................
100.00
Design Engineer ......... ...............................
95.00
Designer /CADD Drafter .. ..........................90.00
ClericaUiechnical Aide . . ...... .... .................
65.00
LANDSCAPE ARCHITECTURE
Senior Landscape Architect.... .......... ....... 105.00
Associate Landscape Architect ..................95.00
REIMBURSABLE EXPENSES
2_�
Senior Surveyor ............... .........................140.00
..... 110.00
Senior Survey Analyst ..... .........................130.00
100.00
Survey Analyst II ............. .........................115.00
Survey Analyst I .............. .........................100.00
Survey Party Chief .......... .........................105.00
Field Party (Three) .......... .........................190.00
Field Party ( Two) ............. .........................175.00
Field Party (One). ......... ......................
A1000
CONSTRUCTION MANAGEMENT / INSPECTION
Operations Manager.. .... - ...... .... ----
..... 110.00
Supervising Public Works Observer.........
100.00
Construction Manager ..... .........................110.00
Construction Engineer ...... ..........................85.00
Reproduction ..... ............................... Cost
Subconsultant Services_ ............. ......... Cost plus 10%
Automobile Transportation .................. Current rate
Delivery, Freight, Courier .....................Cost
Agency Fees ..... ............................... Cost
Commercial Travel / Subsistence......... Cost
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W, City of Rosemead
Temple City Blvd -1 -10 to Guess Street Improvements
pg 5