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 „)
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Donald Penman, City Manager