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HomeMy WebLinkAboutItem 2i: Agreement with Willdan for Geotechnical Engineering ServicesDATE: July 6, 2010 TO: Mayor and City Council STAFF REPORT Development Services Department FROM: Jason Kruckeberg, Assistant City Manager /Development Services Directors - - Philip A. Wray, Deputy Director of Development Services /City EngineerW Prepared by: Tim Kelleher, Assistant Engineer SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH WILLDAN FOR GEOTECHNICAL ENGINEERING SERVICES IN THE AMOUNT OF $12,150 AND AUTHORIZE A CONTINGENCY OF $3,000 FOR ANY ADDITIONAL UNFORESEEN SERVICES Recommended Action: Approve SUMMARY In 2004, the City's lobbyist was successful in securing $2,400,000 for the Santa Anita Avenue Corridor Improvements as part of the Federal Transportation Bill enacted at that time. The Santa Anita Corridor Improvement project was a result of the City of Arcadia's Transportation Master Plan's determination that three intersections on Santa Anita Avenue are operating below Level of Service (LOS) "D ". These intersections are Santa Anita Avenue at Foothill Boulevard, Santa Anita Avenue at Duarte Road and Santa Anita Avenue at Live Oak Avenue. The project was awarded to Chaparral Construction Corporation in the amount of $1,648,020.65 at the May 18, 2010 Council meeting. This project will require the services of a qualified geotechnical engineering firm to do materials testing. Staff sent Requests- for - Proposals for geotechnical engineering services to three (3) qualified consulting firms. On June 9, 2010, the Development Services Department/ Engineering Division received proposals from the three firms to provide the requested professional services. Staff reviewed the three proposals and determined that Willdan is the most responsive and qualified firm to provide the requested services. Staff recommends that a Professional Services Agreement for this work be awarded to Willdan in the amount of $12,150 and approve a contingency of $3,000 for any additional unforeseen services. Mayor and City Council Staff Report July 6, 2010 Page 2 BACKGROUND The City's Transportation Master Plan was prepared in 2004 and identified several intersections as operating below the acceptable Level of Service (LOS) "D ". Three of the intersections were on Santa Anita Avenue at Foothill Boulevard, Duarte Road, and Live Oak Avenue. The City was granted Federal Funds in the amount of $2,400,000 and given the go -ahead by Caltrans in 2007 to prepare the construction plans to improve the three intersections. In late 2007, the City obtained the services of an engineering firm, Hall & Foreman, Inc., to prepare the plans. The design was completed in early 2009. The request to Caltrans for authorization to proceed with construction was made in 2009, just as the first wave of district -wide stimulus projects was being submitted for the same purpose. The project was delayed for almost a year while waiting for Caltrans authorization and making some minor project scope changes. In early 2010, the project was advertised for bids, and bids opened on April 22, 2010. The City Council awarded the contract to Chaparral Construction Corporation in the amount of $1,648,020.65 at its May 18, 2010 meeting. Recently staff requested proposals from various geotechnical engineering firms for materials' testing to support quality control of the contractor's work. DISCUSSION This construction project will require the services of a qualified geotechnical engineering firm to evaluate the contractor's efforts. Specifically, staff will need the assistance of an engineering firm to test materials such as subgrade soils, concrete and asphalt concrete pavement. These three elements must meet minimum qualitative measurements established in the specifications. To this end, staff requested proposals from various firms and received proposals from Willdan, Sladden Engineering and Converse Consultants. Staff evaluated the proposals and selected Willdan. Staffs decision is based on Willdan's performance on similar past projects for the City as well as their qualifications and response to the proposal. Willdan's proposal indicated their direct and efficient approach of cutting out extraneous issues, and therefore, keeping costs reasonable. However, services such as these are dependent on the contractor and the materials supplier's efforts to perform the work efficiently and on schedule. In the event of slow work progress, material defects or additional testing at the direction of the City, the cost for services may increase. Therefore, staff requests a contingency of $3,000 (approximately 25 %) for additional testing, solely at the discretion of the City. Mayor and City Council Staff Report July 6, 2010 Page 3 FISCAL IMPACT There are sufficient funds available in the project budget to cover these costs. Since this is a federally funded project The Federal funds will pay 80% of the materials' testing costs. The remaining 20% will be paid from the City's Transportation Impact Fee. Willdan's proposal is for $12,150; however, staff is requesting a contingency of $3,000 be approved as well. RECOMMENDATION Authorize the City Manager to enter into a Professional Services Agreement with Willdan in the amount of $12,150 for materials' testing services and authorize a contingency amount of $3,000 for additional services for the Santa Anita Avenue Corridor Improvements Project. Approved: ,3)6-ria- cbZ ?e c „) JK:PAW:TK:pa Donald Penman, City Manager