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HomeMy WebLinkAboutItem 2c - Agreement for engineering design services�� � GPL1POft1�*Iq"j,� f -r a 1--poe via Flu goat 5, 1— 42u'tt STAFF REPORT Development Services Department DATE: March 18, 2014 TO: Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director Philip A. Wray, Deputy Director of Development Services /City Engineer Prepared by: Kevin Merrill, Associate Engineer SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH KREUZER CONSULTING GROUP IN THE AMOUNT OF $163,985 TO PROVIDE ENGINEERING DESIGN SERVICES FOR THE BALDWIN AVENUE AND DUARTE ROAD INTERSECTION WIDENING PROJECT, AND AUTHORIZE A 10% CONTINGENCY Recommendation: Approve SUMMARY The City's 2005 Transportation Master Plan identified several intersections that are functioning at or below acceptable Levels of Service (LOS). The Master Plan states that the LOS will continue to worsen as traffic volumes increase over the 25 year planning period unless action is taken. This particular project is intended to focus on improving the Baldwin Avenue and Duarte Road intersection as indicated in the Transportation Master Plan. The Master Plan recommends adding a second left -turn pocket in the eastbound to northbound direction in order to add capacity and improve the LOS. In 2009, the City of Arcadia applied for a grant through the Los Angeles County Metropolitan Transportation Authority (MTA) Call- for - Projects program, and was successful in obtaining funding. In 2012, the City Council budgeted the design phase of the project as part of the 2012 -13 Fiscal Year Capital Improvement Program. The budget is comprised of grant funding and City matching funds from Traffic Impact Fees. A Request- for - Proposals to perform the engineering design services was sent to five (5) qualified firms. Staff received five (5) proposals, and selected Kreuzer Consulting Group as the best qualified to perform the services. It is recommended that the City Council approve a Professional Services Agreement with Kreuzer Consulting Group in Baldwin Avenue and Duarte Road Intersection Widening March 18, 2014 Page 2 of 4 the amount of $163,985 with a ten (10 %) percent contingency for unforeseen conditions. BACKGROUND Duarte Road is a major east/west secondary arterial street that connects several San Gabriel Valley cities, and carries a high volume of daily traffic. Baldwin Avenue is also an important arterial street connecting the freeways and other arterials to local attractions such as the Santa Anita Racetrack, Westfield Santa Anita Shopping Mall, Methodist Hospital, Arcadia County Park, Santa Anita Golf Course, and local schools. The 2005 Transportation Master Plan analyzed current and future conditions of major intersections in Arcadia. The Plan identified that the Baldwin Avenue and Duarte Road intersection was at a Level of Service (LOS) "D ", and will continue to deteriorate if no improvements are made to enhance circulation and reduce congestion during the peak hours. The plan recommends widening Duarte Road to provide an additional eastbound left -turn lane, a third eastbound through lane, and a westbound right- turn -only lane, thereby increasing vehicle capacity and the LOS. The project proposes reconstruction /widening of Duarte Road at Baldwin Avenue to provide an additional eastbound left -turn lane, and will include reconstruction of parkways, traffic signal improvements, and striping modifications. This project will also require the acquisition of additional right -of -way for Duarte Road along the south side adjacent to the Arcadia "Hub" Center. The cost estimate for this project, including an environmental analysis, right -of -way acquisition, design engineering, plans and specifications, and construction, is $1,334,782. In April 2009, the City of Arcadia applied for a grant with MTA through the Call -for- Projects program to fund the recommended improvements. The MTA awarded the City a $667,400 grant to be combined with City funds to construct the improvements. In the 2012 -13 Fiscal Year Capital Improvement Program (CIP), the City Council approved the appropriation of $667,400, and then approved another $667,400 in 2014, for a total of $1,334,800 for the project. Following the design for the project, the construction portion will be released for bid in Fiscal Year 2014 -15. DISCUSSION Due to the size and complexity of this project, it was decided to retain the services of a professional engineering firm to perform the necessary design services. Requests -for- Proposals (RFP's) were solicited from five (5) qualified engineering firms in October 2013. Five (5) proposals were received, reviewed, and evaluated according to their ability, qualification, experience, past success, proposed team, and responsiveness to the RFP's. The five firms are as follows: Baldwin Avenue and Duarte Road Intersection Widening March 18, 2014 Page 3 of 4 FIRM LOCATION FEE TKE Riverside $ 66,500 KOA Corporation Monterey Park $104,070 Kreuzer Consulting Group Seal Beach $125,000 Psomas Santa Ana $191,550 Kimley -Horn Canoga Park $237,205 With the exception of the TKE proposal, all submittals evaluated the project scope, identified several issues, and proposed alternative solutions, which demonstrated an understanding of the project. Kreuzer Consulting Group (KCG) was selected as the best qualified with the best and most comprehensive proposal. KCG has a strong background in street widening and traffic engineering, and has successfully completed studies and design for similar projects. Although it was by far the lowest bid, the TKE proposal was very brief, vague, and did not evaluate the full project scope. Based on the other firm's evaluations, it is very likely that TKE would experience problems that would lead to design change orders and schedule delays. If selected, TKE would have the advantage of negotiating changes in a non - competitive situation. In fairness to the other firms, TKE was eliminated from further consideration. Staff considered, and also rejected, the second lowest proposal from KOA Corporation. The KOA proposal was vague on the proposed scope of some elements of the project, and they did not fully address some important issues related to the scope of work. In addition, because they are currently under contract with the City of Arcadia on another engineering project, there were questions on staff availability and the potential impacts to the other project's production. The other two companies presented good proposals, but also had some vague elements and offered nothing more than the others for the additional costs cited. For these reasons, KCG was determined to be the most responsive bidder. Initially, it was anticipated that the environmental work for the project would be relatively simple and could be done by in -house staff. However, during the review of the proposals, it became apparent that an environmental analysis would be more extensive than originally thought. Therefore, further negotiations were held with KCG to add an environmental initial study and to enhance the right -of -way acquisition services needed for the project. KCG provided the City with two environmental proposals for review and input. KCG selected the environmental sub - consultant based on the City's input and submitted a revised proposal with a fee of $163,985. The revised proposal was determined to be reasonable and competitive. It is important to note that these additional costs would have been applicable to any initial bidder selected. KCG's scope of services includes the following: • Environmental Initial Study /Mitigated Negative Declaration • Surveying and right -of -way verification • Right -of -way Acquisition Baldwin Avenue and Duarte Road Intersection Widening March 18, 2014 Page 4 of 4 • Preparation of a traffic analysis • Preparation of conceptual design alternatives and construction cost estimates for each alternative • Preparation of construction drawings and technical specifications • Assist staff during the bidding and construction phases KCG has estimated that project design will be complete and ready for bidding by fall of 2014, with construction planned for fall and winter of 2014 -15.It is recommended that the City Council approve the Professional Services Agreement with KCG. FISCAL IMPACT The 2012 -13 Capital Improvement Program has an appropriation of $667,400 to cover the design of the Baldwin Avenue and Duarte Road intersection widening improvements. The KCG contract is for $163,985, which includes the cost for the initial study. An additional ten percent (10 %) contingency is requested to cover any additions in scope that may arise. RECOMMENDATION It is recommended that the City Council authorize and direct the City Manager to execute a Professional Services Agreement with Kreuzer Consulting Group in the amount of $163,985 to provide engineering design services for the Baldwin Avenue and Duarte Road Intersection Widening Project, and authorize a 10% contingency. Approved- Dominic LazzarA6 City Manager JK:PAW:KM:pa