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HomeMy WebLinkAboutItem 3b: Agreement with KOA Corporation for Design Engineering Service for Huntington Drive Capacity Improvements ProjectDATE: December 15, 2009 TO: Mayor and City Council SUMMARY STAFF REPORT Development Services Department FROM: Jason Kruckeberg, Development Services Director 5-K Philip A. Wray, Deputy Director of Development Services / City Engineer Prepared by: Tim Kelleher, Assistant Engineer SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH KOA CORPORATION TO PROVIDE DESIGN ENGINEERING SERVICES FOR THE HUNTINGTON DRIVE CAPACITY IMPROVEMENTS IN THE AMOUNT OF $203,835 WITH A TEN (10 %) PERCENT CONTINGENCY Recommended Action: Approve 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 next highest priority intersections in the Transportation Master Plan. The intersections are: Huntington Drive and Colorado Place, Huntington Drive and Santa Clara Street, and Huntington Drive and Santa Anita Avenue. The Master Plan recommends adding various lanes to add capacity and improve the LOS. The preliminary cost estimate for this project including preliminary engineering, plans and specifications and construction is $3,660,000. In 2007, 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 an award of $1,463,000. In 2008, the City Council approved the design phase of the project as part of the Capital Improvement Program at a total of $300,000 using grant funding and City matching funds from Traffic Impact Fees. No work was started in the 2008/09 fiscal year and the funding was carried over to the current year. Staff Report December 15, 2009 Page 2 Staff prepared a Request- for - Proposals to perform the engineering design services and sent it to five (5) qualified firms. Staff received four (4) proposals and selected KOA Corporation as the best qualified to perform the services. Staff requests that the City Council approve a Professional Services Agreement with KOA Corporation in the amount of $203,835 with a ten (10 %) percent contingency for unforeseen conditions leading to changes in scope. BACKGROUND Huntington Drive is a major east/west arterial street that connects several San Gabriel Valley cities and carries a high volume of daily traffic. Huntington Drive is also an important connection 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 several intersections that are at or below Level of Service "D" and will continue to deteriorate if no action is taken. The highest priority intersections in need of improvements are along Huntington Drive at Colorado Place, Santa Clara Street, and Santa Anita Avenue. The Plan recommends adding lanes to these intersections thereby increasing vehicle capacity and the LOS. Over two years ago, staff began scoping a project to focus on improving these priority intersections. The intersections were combined into one project entitled Huntington Drive Capacity Improvements. The project proposes reconstruction /widening of Huntington Drive between Colorado Place and Santa Anita Avenue to provide: 1) a third travel lane in westbound Huntington Drive at Colorado Place, 2) a right -turn lane in northeast bound approach of Huntington Drive at Santa Clara Street, and 3) a second left -turn lane on both northbound and southbound approaches of Santa Anita Avenue at Huntington Drive, and will include reconstruction of medians, parkways and channelizing islands, traffic signal improvements and striping modifications. In January 2007, 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 $1,463,000 grant to be combined with City funds to construct the improvements. In the 2008 Capital Improvement Program, the City Council approved the appropriation of $300,000 for the project design. DISCUSSION Due to the size and complexity of this project, staff decided to retain the services of a professional engineering firm to perform the necessary design services. Requests -for- Staff Report December 15, 2009 Page 3 Proposals (RFP's) were solicited from five (5) qualified engineering firms in July 2009. Four (4) proposals were received, reviewed, and evaluated according to their ability, qualification, experience, past success, proposed team and responsiveness to the RFP's. The four firms were also interviewed and ranked by staff as follows: RANK FIRM 1 KOA Corporation 2 AECOM 3 Advantec Consulting Engineers 4 Hall & Foreman, Inc. LOCATION FEE Monterey Park $203,835 Orange $265,282 Diamond Bar $139,855 Tustin $246,130 KOA Corporation has a strong background in traffic engineering, and has successfully completed studies and design for similar projects. KOA's proposed cost estimate to provide the design services was determined to be reasonable and competitive. KOA's scope of services includes the following: • Surveying and right -of -way verification • 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 Once KOA completes the conceptual design alternatives stage, staff will then determine a final project scope and cost estimate. Staff will then use the estimate to determine the sources and amounts of matching funds to complement the MTA grant to complete the project. KOA has estimated that project design will be complete and ready for bidding by summer of 2010, with construction planned for fall and winter of 2010/11. Staff recommends that the City Council approve the Professional Services Agreement with KOA. FISCAL IMPACT The 2009 -2010 Capital Improvement Program has an appropriation of $300,000 to cover the design of the Huntington Drive Capacity Improvements. The KOA Corporation contract is for $203,835. Staff is requesting an additional ten percent (10 %) contingency to cover any additions in scope that may arise. Staff Report December 15, 2009 Page 4 RECOMMENDATION It is recommended that the City Council authorize the City Manager to enter into a Professional Services Agreement with KOA Corporation for design engineering services for the Huntington Drive Capacity Improvements in the amount of $203,835 with a 10% contingency. Approved by: JK :PAW:TK:pa Donald Penman, City Manager