CC - Item 5B - Sidewalk Gap Closure Project - Award of Contract fro Design Engineering - Delta Ave from Mission Drive to Wells StreetROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: GLORIA MOLLEDA, CITY MANAGER ey�
DATE: JUNE 19, 2018
SUBJECT: SIDEWALK GAP CLOSURE PROJECT (DELTA AVENUE FROM
MISSION DRIVE TO WELLS STREET) - AWARD CONTRACT FOR
DESIGN ENGINEERING
SUMMARY
As part of the City's Fiscal Year 2018-19 Capital Improvement Program, the City Council
approved a project entitled "Safe Routes to School (SR2S) Sidewalk Gap Closure — Delta
Avenue" which consists of public improvements to the City's local streets and public right-of-
way areas. In compliance with the American with Disabilities Act (ADA) guidelines, this
project consists of adding and retrofitting concrete sidewalk including the installation of parkway
trees and appurtenances. The proposed work will take place on Delta Avenue between Mission
Drive and Wells Street. This project is not only going to beautify the area; but also, it will create
a continuous sidewalk on both sides of Delta Avenue. These improvements will help pedestrians
and school children that sometimes walk on the street due to the lack of continuous sidewalk on
these streets.
STAFF RECOMMENDATION
It is recommended that the City Council authorize the City Manager to enter into a contract with
CEJ Engineers, Inc. in the amount of $38,380 for design engineering services. In addition,
authorize an amount of $4,000 (approximately 10%) as a contingency to cover the cost of
unforeseen expenses.
During Fiscal Year 2017-18, the City Council approved the "Sidewalk Installation Project/Earle
Avenue and Wells Street" from Mission Drive to Wells Street. The project consisted of the
installation of sidewalk, parkway trees, and appurtenances. The project was received throughout
the community as a success for both the aesthetic appearance as well as safety improvements for
pedestrians walking to Shuey Elementary School. It has been proposed to complete a similar
project at Delta Avenue from Mission Drive to Wells Street, which would also serve as a route
for pedestrians walking to Shuey Elementary School.
ITEM NO. 5-11
City Council Meeting
June 19, 2018
Page 2 of 3
The City staff applied for a SR2S grant for 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 consists of the installation of sidewalk at Delta Avenue from Mission Drive to Wells
Street, similar to Earle Avenue Sidewalk Installation Project. This will be the final gap closure
around Shuey Elementary; and would allow students to walk safely utilizing the sidewalk rather
than the roadway when traveling to the school.
In response to a Request for Proposal, eight (8) sealed bids were received in the Office of the
City Clerk by May 30th, 2018. The City Clerk opened the sealed bids with the following results:
RANK CONSULTANT LOCATION BID AMOUNT
1 CEJ Engineers, Inc. Irwindale, CA $38,380.00
2 PK Construction Pasadena, CA $39,290.00
3 Onward Engineering Anaheim, CA $51,610.00
4 EC + Associates Engineering Downey, CA $54,250.00
5 Kreuzer Consulting Group Seal Beach, CA $59,455.00
6 CWE Buena Park, CA $61,502.00
7 Tait & Associates, Inc. Santa Ana, CA $61,800.00
8 KOA Corporation Monterey Park, CA $69,642.00
Staff reviewed the proposal documents as well as the consultants' background and recent
projects for competency. Staff determined that CEJ Engineers, Inc. was the lowest responsible
bidder to perform the design consulting services.
FISCAL IMPACT
A funding amount of $75,000 (Measure R) for this project was approved by the City Council as
part of the City's FY 2018-19 Capital Improvement Program.
ENVIRONMENTAL REVIEW
The project is categorically exempt from the California Environmental Quality Act (CEQA)
pursuant to Section 15301 (a) of the CEQA Implementation Guidelines.
STRATEGIC PLAN IMPACT
Strategy 3: Beautification and Infrastructure
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
City Council Meeting
June 19, 2018
Page 3 of 3
Prepared By�'�
""Rafael M. Fajardo, P.E., City Engineer
Submitted By:
Miche e G. Ramirez, Director of Public Works
Attachment A: CEJ Engineers, Inc. Proposal
CEJ Engineering, Inc. Proposal
�0_ -
May 30, 2018 _.,,...
CITY OF ROSEMEAD
Rafael Fajardo, RE
City Engineer
8838 E. Valley Boulevard
Rosemead, CA 91770
Dear lvlr.. Fajardo,
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. CEPS 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:
11 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
jeervautes@cej-eng.com.
Respectfully Submitted,
Joaquin Cervantes, P.E.
Principal
CEJ Engineers, Inc.
18800 Amar Rd., Suite B13
Walnut CA 91789
Engineers C, Surveyors , Planners
18800 Aimir Rd, Suite B 13, Walnut CA„ 91799/626-66743675
SR2" Sd Jl 4,Vf;_b.F, GAP t:,€.� ,C1,''-tG i`�(4E?d�e�9".�`,Gi�`s3' d,"t`r� AR1C,�lJJ.` pr op,? at!;?6i.".5'fy i-��dglr"
(Pn& 1?Pr7. 2l)A ° `)
Table of Contents
FirmIntroduction....................:.............................:...................................................................................... 3
Qualifications of Project Team.................................................................................................................... 3
ScopeOf Work ................................... ................... .......................................... .............................................. 5
ProjectManagement....................................................................................................................................5
ProjectUnderstanding..................................................................................................................................6
Plans, Specifications & Estimates.................................................................................................................. 6
ProjectSubmittals.....................................................................................................
ProposedFee..........................................................................................................
Engineers s Sw veyors m Pioneers uw�.
SSE 14£300 Awar Rd ,uIle J113 Walmi ICA 91789/62'6667467
I ........ ...... I..... 9
................. I ... I... 9
SR25 Siad&'i( AL I( r,!^ `;a",05,,1ARE 2pyOIECTTDO' FA AVki r€ LN?aid{' aldi ^aiP:`tAd DRIVE TO WrUS STHFI- '
I'RF '' AiO. 0118-1115)
INNFROTWOrt
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.
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.
l [ 1
CEJ offers a qualified team of professionals with the technical qualifications and diverse capabilities
necessary to undertake the design for the City's project. 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
Joaquin Cervantes, CEJ's proposed Project Manager for this project will remain in this Position and as the
key point of contact.
Mr. Joaquin Cervantes, P.E., has over 20 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 eighteen 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, highway interchange projects for numerous public agencies in Southern California.
zBe. 5 SWE:Vl,`iE. f GLiP CLOS1?AF P[10A-0 , Y DELr,4 AVOJUh FROW1 A4154Nkk:tF'! 3.^F?'Vf -'f'a # V Ef S ,?I_'EEY"
u
Education: 1998 B.S, Civil Engineering California State Polytechnic University, Pomona, Registration:
California No. C70635, Civil
Mr. Miguel Esparza, E.I.T, QSD, will serve as the lead civil staff design engineer and is a Senior Engineer
with CEJ Engineers, Inc. He has over 20 years of experience in civil engineering specifically in highway,
street improvement, and traffic engineering projects. His experience also includes highway/street
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 18 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
Staffing Availability
CEJ recognizes that the key to successful project execution is dependent Upon the key personnel and
how they will manage their time to participate in the project. CEJ will dedicate the appropriate staff on
the projects and insure that the staff has the required schedules to be able to properly execute the
project.
Below is a table indicating the staff availability.
Key Personnel
Role
Availability
Carlos Alvarado, P.E
QA/QC
10 % to 25°%0
Joaquin Cervantes, P.E
Project manager
60% to 80%
Miguel Esparza, E.LT
Design, Engineer
60% to 80%
Carlos Urena, PLS
Land surveyor
50%
As demonstrated in the above descriptions of our key personnel, CEJ is proposing experienced personnel
that will provide best practices to every task. Our key personnel, backed by experienced support
personnel, are assigned lead roles to ensure continuity across all services.
The following tasks will give a detailed description of the professional services included in this Scope of
Work and our Project Approach.
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
R0 3§C1EVJALX GAPCb'.s,SURT Nr J e "AT DYFLFIi dy'!=aJal Rsoall'w'; 3t`opiD`"WL:T(;i, wiratssrf?e i
(,NFP 1,40. 2018-15)
➢ Review the overall project to make certain the projects standards are being achieved
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
onditions:
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
Our assessment is to construct new sidewalk on both sides on the street and remove and replace large
sections from curb to curb at locations where severe cracking is observed. The City's constructionbudget
will determine the extent of the repairs, sidewalk and curb and gutter replacement. CEJ will prepare
conceptual design for the proposed hardscape and landscape improvements as well a preliminary
construction cost estimates to adequately assess the extent of the construction improvements as shown on
the RFP.
Structural calculations
In addition, Structural Calculations will be prepared for the proposed retaining wall along this segment of
homes. Structural calculations will be prepared and submitted to the City for review and approval.
Plans, Specifications & Estimates
Task 1- Field Condition Assessment/Topographic Survey
1.1 Prepare afield survey to assess the physical conditions 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.
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
FR25SIDE WALK SIP(.r_sASU`;EPROJECT Ae' DEVI A/9VENUE .t<E'%a rt',y .37ehlOtVIr_ ICA ifraas SSD? E
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
1.4 Perform topographic surveys at the necessary locations as necessary to design the intended
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.
1.5 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
Department of Public Works (LACDPW).
1.6 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.
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.
e'2S ,`TH9LWVAiU;
. r?2SSddsEVIMidPGAP'00SUR PROJECT T kTA, A4P'x€iU H?0M MPt SS:ION 0R'Ib1C rr VY 9F P a
Wr r'i'iiriz
The final plans will be submitted in three (3) submittals and will consist of the following submittals and
materials.
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 85% submittal materials will include the following:
• 85% Improvement Plans
• 85% Specifications
• 85% Engineers Estimate— Including Quantity Calculations and Cost Data.
100% Final Submittal Material will include'the following item:
Y 100% Improvement Plans —On mylar and stamped bythe 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. CEJ will also prepare AS -Built Plans
Proposed fee is enclosed in a separate document. See exhibit "B" attached
May 29, 2018
CITY OF ROSEMEAD
Rafael Fajardo
City Engineer, P.E
8838 E. Valley Boulevard
Rosemead, CA 91770
PROPOSAL O. SR2S SIDEWALK GAP CLOSURE PROJECT AT DELTA
AVENUE FROM • DRIVE TO - •2018-16)
Dear Mr. Fajardo,
CEJ Engineers is pleased to have the opportunity to submit this FEE proposal for professional engineering
services related to the City's project.
1
Our proposed fee is based on the proposal required format and is not to exceed lump sum fee amount of
$38,380 based on established hourly rates.
Respectfully Submitted,
Joaquin Cervantes, P.E.
Principal
CEJ Engineers, Inc.
CEJ
18800 Amar Rd., Suite B13
Walnut CA 91789
(626) 667 -8675 -office
(626) 893-9266—Cell
[ENT:
City of Rosemead
CEJ Engineers Inc
OJ:
SR2S Sidewalk Gap Closure Project -Delta Ave.
e No:
SUMMARY PROPOSAL FEE
TE:
05/29/18
Page 1 of 1
:•-Task
1
TOPOGRAPHIC
I; ass
PositiordName
Hours
Rate.
Subtotal
A
Two - Man Survey Crew
16
$180
$2,880
B
Survey Analyst
10
$120
$1,200
C
CADD Designer/ Technician
20
$85
$1,700
LABOR;
$6,780
A
Street Plans SeniorEngineer
40
$140
$5,600
B
Rei Wall
_
Engineer l Senior Designer
_. __
20
_
$120
"-"-`00
2,400
C
---
CADD Desic,�ner/Technician-� _
--- -
80
$9p
-
$7,200
D
StrucCalcs
SructuralEngmeer -_
_
20
$140
_ ,.
$2,800
D
.._.,.._ _
Smng_andEn
__�..�...._..,_.w..�
ineer/Senior Desi ner -
__�__._ _____---.__.
18.
_------
$140$2,520
—'� --
-
Striping
®. __
.,
__
$20,520
;lass
_.-
--
PosdionlNama _ . __
Hours
Rate
Subtotal
_
_
_Semor Engineer -_
8
_
$1,200
B
---_.
Techni cian..__ _.. _ _.
_.... .-
-"
32
.,,^$150
$85
.......$2;720'--
.. _ LA80R:
....._.__.._.
-F
$3,920
-
TE
lass
PositionlName
Hours
Rate
.Subtotal
_._En
neer/fie....m... o_r.D,.esic ner --.
20 -._—_��--
$120
'--
LABOR:
R:
$2,400
lass
Position/Name
Hours
Rate
Subtotal
A
Pre-bid meeting ---_
4 .0 _
.--_--.Yv
—_,_...�
$480
A
..-_.
Review Shop Drawings/RFI'S
_._._$120
24
._......._ _._....
$2,880_„_-
A
_ ___
Prepare Record Drawings -
,.___..$120
16
$90
$1.440
Total Labor at Billing Rates $37,4:
Reimbursable Expenses $960
Proposal BY/ Project Manager Joaquin Cervantes RE
i
CEJ ENGINEERS, INC.
Effective July 1, 2016 to June 30, 2017
Hourly Rate Schedule
ENGINEERING DIVISION
Principal Engineer.....................................150.00
Project Manager .......................................
140.00
Senior Project Engineer ...........................
130.00
Senior Engineer ......................................
115.00
Associate Engineer ..................................
105,00
Design Engineer ......................................
100.00
Designer/CADD Drafter ............................
95.00
Clerical/Technical Aide .....:........................
65.00
LANDSCAPE ARCHITECTURE
Senior Landscape Architect, ..................... 11o.00
Associate Landscape Architect-- ........... 100.00
REIMBURSABLE EXPENSES
Reproduction .................................... Cost
SURVEYING DIVISION
Senior Surveyor........................................150.00
190.00
Senior Survey Analyst..............................135.00
Survey Analyst II ......................................120.00
...... ........,110.00
Survey Analyst I .......................................100.00
Survey Party Chief ...................................105.00
Field Party (Three)., ............
190.00
Field Party (Two)......................................180.00
Field Party (One) .... .......... .....
...... ........,110.00
CONSTRUCTION MANAGEMENT/ INSPECTION
Operations Manager.................................110.00
Supervising Public Works Observer ......... 105.00
Senior Public Works Observer ...................95:00
Public Works Observer...............................90.00
Construction Manager..............................110.00
Construction Engineer................................85.00
Subconsultant Services, .................... Cost plus 10%
Automobile Transportation ......... ...... ... Current rate
Delivery, Freight, Courier .....................Cost
Agency Fees.. ................... .... ... Cost
Commercial Travel / Subsistence......... Cost
Additional billing classifioaUms maybe added to the above listing during the year as ne, positions are created. The above schedule Isfor straight time. Bluepdnling,
reproduction, messenger services, and printing Will be invoiced at cost plus ten percent (16%). A subconsultant management fee often percent (1 B%) will be added
to the direct cost of all subconsuitant senlces to provide for the cost of administration, consultation. and coordination. Valid July 1, 2016 thru June 3q 2617,
thereafter, the roles may be raised once par year to the value OF change of the Consumer pdce Index for the Los Angeles/Orange County area, but not mwo than Me
percentperyear.