02-01-2005 - Engineering Consultant Services for Public Works Capital Improvement Program (CIP)• • City of West Covina
Memorandum
AGENDA
TO: Andrew G. Pasmant, City Manager ITEM NO. C-1
and City Council DATE February 1, 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:
This item was carried over from the January 18, 2005 City Council meeting.
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' 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 (see Attachment No. 1). The project tentative schedule is as
follows:
1. Advertise in the San Gabriel Valley Tribune February 7, 2005
2. Mail RFQs February 10, 2005
3. Receipt of RFQs March 11, 2005
4. Review RFQs by staff March 23, 2005
5. Conduct interviews March 30, 2005
6. Review final evaluations and prepare City Council report A ril 6, 2005
7. City Council action Aril 19, 2005
The City Council asked staff to expedite the design for improvements to North Azusa Avenue
(State Route 39) to be completed upon relinquishment by Caltrans. Staff has initiated the RFP
process for the traffic signal and median landscaping improvements, which will enable the design
to be completed and the project bid upon receipt of the relinquishment funds. It is anticipated
that the City would receive these funds about July 2005. Staff also initiated the RFP process for
the survey and design of the Holt Avenue widening, which is part of the 2004-2005 CIP' program
in order to complete the construction by the end of summer 2005. If the RFQ process is initiated
and these projects are included as part of the scope of work, the design and completion of the
projects could be delayed.
ALTERNATIVES:
An alternative is not to proceed with this process.
FISCAL IMPACT:
There will be a minimal cost within the Operating Budget for staff time, advertising, printing,
and postage.
&P,A� 41 t,
Prepared y: esh J. Palkhiwala
Principal Engineer
Reviewed/Approved by: Shannon A. Yauchzee
Director/City Engineer
Attachment No. 1
ZAAGENDA - 2005\Engineering Consultant _CIP.doc
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ATTACHMENT NO. 1
REQUEST FOR QUALIFICATION
PROFESSIONAL ENGINEERING
WEST C0 AND INSPECTION SERVICES
February 10, 2005
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;
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➢ 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 PROPOSALTrofessional Engineering and Inspection Services_RFQ.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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ZAREQUEST FOR PROPOSALProfessional Engineering and Inspection Services_RFQ.doc
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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ZAREQUEST FOR PROPOSALProfessional Engineering and Inspection Services_RFQ.doc
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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 March 11, 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 regarding this Request For Qualification, please contact Naresh J:
Palkhiwala at (626) 939-8425. The City of West Covina appreciates your interest in this Request
for Qualifications and look forward to receiving your submittal.
Sincerely,
Shannon A. Yauchzee
Public Works Director/City Engineer
cc: Naresh J. Palkhiwala, Principal Engineer
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ZAREQUEST FOR PROPOSALTrofessional Engineering and Inspection Services_RFQ.doc