01-18-2005 - Engineering Consultant Services for Public Works Capital Improvement Program (CIP)City of West Covina-
. Memorandum
AGENDA -
TO: Andrew G. Pasmant, City Manager ITEM NO. I-1
and City Council DATE January 18, 2005
FROM: Shannon A. Yauchzee, Director/City Engineer
Public Works Department
SUBJECT: ENGINEERING CONSULTANT SERVICES FOR PUBLIC WORKS
CAPITAL IMPROVEMENT PROGRAM (CIP)
RECOMMENDATION:
It is recommended that the City Council receive and file this report.
DISCUSSION:
The City Council directed staff to prepare a Request for Qualification (RFQ) for CIP's related
engineering services to qualified consulting firms. At the December 21, 2004 City'i' Council
meeting, Councilmember Hernandez requested that this item to be agendized for the January 18,
2005 City Council meeting for an update.
Staff has prepared a draft RFQ for your review (see Attachment No. 1). Also, staff is in the
process of selecting consultant services for Capital Improvement Program for Fiscal Year 2005-
2006. The project schedule is as follows.
1. Advertise in the San Gabriel Valley Tribune January 25, 2005
2. Mail RFQs January 28, 2005
3. Receipt of RFQs February 25, 2005
4. Review RFQs by staff March 9, 2005
5. Conduct interviews March 16, 2005
6. Review final evaluations and prepare City Council report March 23, 2005
7. City Council action I Aril 5, 2005
ALTERNATIVES:
None.
FISCAL IMPACT:
There will be a minimal cost within the Operating Budget for staff time, printing, and postage.
�j. sari ti °�• � /
Prepared by: Naresh J. Palkhiwala Reviewed/Approved by: 'Sh nnon A. Yauchzee
Principal Engineer Director/City Engineer
Attachment No. 1
ZAAGENDA - 2005\Engineerin.- Consultant _CIP.doc
ATTACHMENT NO.1
REQUEST FOR Q UALIFICA TION
PROFESSIONAL ENGINEERING
AND INSPECTION SERVICES
January 10, 2004
The City of West Covina is considering the selection of a professional engineering design firm
for Capital Improvement Projects. The selected firm will prepare the plans, specifications, and
estimates on an "as needed basis" in a timely manner, consistent with professional 'standards. The
City of West Covina invites you to submit your firm's qualifications to perform these duties.
The Capital Improvement } Projects requiring professional design, engineering and inspection
services are varied in nature but may include:
➢ Street construction: pavement reconstruction and resurfacing, slurry seal, street striping,
repair of damaged curb, gutter, sidewalk, and driveway approaches, landscape and irrigation,
bus pads, etc.
➢ Traffic Signal: design traffic signals, left turn signals;
➢ Landscape design: Landscape design and specifications for parks, medians, and parkways;
➢ Storm Drains: capacity determination and design, catch basin screens and filters;
➢ Sanitary Sewer: capacity determination, design, upgrade and/or extend existing sanitary
sewer;
➢ Surveying: surveying services as required;
➢ Street Lights: street light adequacy assessment and installation;
➢ Other: Other Engineering Division Capital Improvement Projects as identified in the future.
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ZAREQUEST FOR PROPOSAL\Request for Qualifications.doc
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The City of West, Covina is located in the San Gabriel Valley approximately 20 miles
southeast of Pasadena and 30 miles east of Downtown Los Angeles. The City 'is easily
accessible via Azusa Avenue (state Route 39), and the San Bernardino freeway (Interstate
10). The City is in close proximity to Interstate 60.
The City of West Covina is approximately 17 square miles in size and 'is surrounded by the
cities of Covina, Baldwin Park, La Puente, Walnut, Industry, and unincorporated portions of
Los Angeles County. The most recent California Department of Finance and Housing
estimate indicates a total population of 107, 000.
FIRM QUALIFICATIONS
In the Professional Engineering Services selection process, the City of West Covina seeks the
following qualifications:
1. Firm's .background and experience handling public works projects for the State,
counties and/or cities; qualifications and education of personnel proposed to be directly
responsible for implementing the City's projects; and qualifications and education for
supporting personnel.
➢ Public Works Projects: Demonstrated successful performance of public works
projects detailing the public agency and specific accomplishments. Identify, quality
control methods. utilized to assure error free designs, change order cost containment,
budget adherence, and timely completion in accordance with the specifications.
➢ Civil Engineering: Registered civil engineer(s), surveyors, and traffic engineer(s) in
the State of California with expertise in Federal, State and local laws; a working
knowledge of the requirements associated with utilizing various project funding
sources; and experience/understanding of public. agency procedures, policies, and
challenges.
➢ Support Staff: Utilize computer aided design and drafting systems and adhere to
City's project goals and objectives.
➢ Appropriate licenses or certifications: To include but not limited to registered civil
engineers' number; membership in professional organizations; or other evidence
determined by the City to demonstrate skills desired.
2. Adequacy and size of staff to perform the work, including sufficient depth of staff to
ensure completion in the event the assigned engineers are unable to perform their duties.
Quick turnarounds of work are desired.
3. Effective and error free written bid documents, specifications, blueprints, and
reports, to assure ease of understanding by contractor, subcontractor, suppliers and City.
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4. Ability of the firm to provide new and innovative approaches to familiar tasks in a
compressed time frame.
5. Documentation of equal employment opportunity and insurance including general
liability, errors and omissions, automobile, worker's compensation insurance, and other
insurance as required by City policy.
6. Familiarity with federal and state funded projects including pre -bid, bid, construction
and, post -construction requirements.
SELECTION PROCESS
Selection will follow these steps:
1. Proposal Review: Firms will be evaluated by the City of West Covina. The best -
qualified firms will be invited to participate in an interview.
2. Interview: City Staff will interview the qualified firms.
3. Selection Process: Those firms found most qualified may be invited to a second
interview, or may be recommended directly to the City Council for consideration.
Nothing in this Request for Qualifications implies a contractual obligation for
employment. Selected firms may be invited to also participate in a RFP process.
4. Professional Services Agreement: Upon identification of a preferred provider, the
Public Works Director/City Engineer will provide an Agreement for Professional
Services subject .to negotiation of precise work, amount and terms of payment, and other
City requirements. The term of Agreement is anticipated to be for one year, renewable
for up to five years. The consultant will be required to sign the City Standard Consultant
Agreement.
5. Contract Approval and Execution: The Agreement will be presented to the City
Council for approval, and upon approval the Public Works Director/City Engineer will
execute the Agreement.
SUBMITTAL REQUIREMENTS
Proposals shall include the following:
1. Contact Information: Name, address, telephone, fax, e-mail, and other means of
reaching the firm.
2. Firm Profile: Include size and organization, functions and capabilities, and firm
philosophy.
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3. Approach: Methodology and timetable for delivering services.
4. Relevant Experience and Skills: Focus on the specific needs identified in this proposal
and identify other relevant experience and skills.
5. Project Team: Include the names and resumes_ of responsible principals, the engineer(s)
proposed to handle City's designated tasks, alternate engineer(s) in the event of illness or
other occurrence (which may prevent the engineer from overseeing the projects to
ultimate completion),. back-up personnel supporting the engineer(s). Resumes of key
personnel must minimally demonstrate the experience and capabilities in the subject
areas requested.
6. Sub -consultants: Submit a list of any and all consultants that may perform work under
this contract.
7. Documentation and References of Recent Public Works Projects: Include specific
projects and activities, references or contacts currently available to answer City
questions. References must have experience with the particular individuals proposed
rather that only with the firm." Falsification of work experience by documenting projects
not handled by the firm or proposed individuals will be grounds to eliminate the proposal
from further consideration.
Please submit five (5) copies of the firm's proposal no later than February 25, 2005. at 5:00
p.m. (postmarks will NOT be accepted) to:
Shannon A. Yauchzee
Public Works Director/City Engineer
Public Works Department, Room 215
1444 West Garvey Avenue
West Covina, CA 91790
If you have any questions, please call Naresh Pakhiwala at (626) 939-8425. We appreciate your
interest in this Request for Qualifications and look forward to receiving your submittal.
Sincerely,
Shannon A. Yauchzee
Public Works Director/City Engineer
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