01-16-2007 - Selection of Consultant for California Avenue & Plaza Drive Widening & Traffic Signal Improvement (Project #SP-07114 & Federal Project #STPL-5259-015)�. City of West Covina
Memorandum
A GENDA
TO: Andrew G. Pasmant, City Manager ITEM NO. D-Sd
and City Council DATE January 16, 2007
FROM: Shannon A. Yauchzee, Director/City Engineer
Public Works Department
SUBJECT: SELECTION OF CONSULTANT FOR CALIFORNIA AVENUE AND
PLAZA DRIVE WIDENING AND TRAFFIC SIGNAL IMPROVEMENT
(PROJECT NO. SP-07114 AND FEDERAL PROJECT STPL-5259-015)
RECOMMENDATION:
It is recommended that the City Council accept the proposal from Willdan of City of Industry,
California, in an amount not to exceed $40,420 and authorize the Public Works Director and City
Engineer to execute an- agreement with said Willdan for the work to be done.
DISCUSSION:
This project was approved by the City Council of the City of West Covina as a part of the Capital
Improvement Program (CIP) of fiscal year 2006-2007.. Also, the City applied for Federal Funds
and received the approval of funding under the provision of Surface Transportation
Reauthorization bill passed by the United States Congress. The project consists of widening
Plaza Drive, installing a new traffic signal at Plaza Drive and California Avenue, and all
appurtenant work to alleviate traffic congestion.
Since the project has been approved under Federal Funds and in order to assure that the project is
completed in accordance with Federal and State requirements, a Request for Proposal (RFP) was
prepared to secure the services of an Engineering Consultant specializing in Federal and State
projects.
The Engineering Consultant services will include the following phases:
1. Preliminary design
2. Final design including construction plans, specifications, and cost estimate
3. Traffic signal timing and coordination
4. Bid assistance
5. Construction assistant
Staff mailed a Request For Proposal (RFP) to twenty-one different firms. Nine firms submitted
proposals. All were reviewed and a selection process was implemented whereby each company's
experience, personnel staffing, demands upon the City's staff, method of approach to work, time
to complete the project, and cost were evaluated. Based on the criteria, three firms, Willdan,
JMD, Inc., and AEI-CASC Engineering, Inc., were invited to meet with staff to discuss their
proposals.
Interviews were conducted with all three consultants and further evaluation was made based on
the following items:
1. Understanding of project objectives and work
2. Experience and reputation of the firm
3. Experience and credentials of key personnel assigned to the project
4. Schedule, timeline, and reasonableness including present workload
5. Consultant's past record of performance in similar projects
6. Familiarity with Federal and State procedures
7. The City's prior experience with the consultants
8. Familiarity with the geographical area of the project
The consultants were then provided the opportunity to revise their proposals. Based on their
revisions, the scope of work was refined so that the selection of the consultant would be based
more equitably.
Z:\AGENDA - 2007\SP-07114_and Federal Project STPL-5259_Selection of Consultant for California Ave and Plaza Dr Widening.doc
Andrew G. Pasmant, City Manager
and City Council
Page 2 — January 16, 2007
The three consultants fees are as follows:
1No
1-._ : .�"�ConsnitaXnt����...
..�Cl�
1.
JMD, Inc.
West Covina
$34,072
2.
Willdan
Industry
$40,420
3.
AEI-CASC Engineering, Inc.
Colton
$75,611
Based on their outstanding performance during the interview process that demonstrated their
knowledge, experience, professionalism, staffing, and work ethics, the firm of Willdan surpassed
that of the other two firms. Willdan has successfully completed other City projects recently in a
timely manner, with minimal demand on City staff, with no major change orders, and within the
budget.
ALTERNATIVES:
1. The City Council could decide not to proceed with this project. This decision would forgo
the Federal Funds of $600,000 and would not improve the traffic conditions.
2. The City Council could decide to award the contract to a firm other than the recommended
consultant.
FISCAL IMPACT:
The funding for this project including design and construction was approved by the City Council
as part of the fiscal year 2006-2007 CIP. The funds are as follows:
No
i !' 3 Y
,... Pro ect � ..
y%': 4 4'" ii :% gi-t^G »P'
... 10"'- ndm Sourced , .
�y� ^'��' xbe w �"
_3 Account No
131
M,�
f Amouni
1.
SP-07114
Federal
140.81.8751.7200
*$600,000
2.
SP-07114
CDC
876.81.8751.7200
300,000
Total
$900,000
*Federal Highway Administration (FHA) approved the fund in the 2006-2007 Federal
Transportation Improvement Program (FTIP). The application to utilize the fund has been
submitted to Caltrans for approval.
In addition to $40,420 consultant fees, there will be costs for reimbursable contingencies and
staff time to review plans, etc., for a total estimated cost of $50,000. Funds to be utilized to
complete the consultant services are as follows:
NQ.
74xr%
_ 'tem,����Aount
a�
1.
Consultant Fees
$40,420
2.
Contingencies, staff time, etc.
9,580
Total
$50,000
Prepared by: Naresh Palkhiwala Reviewed/Approved b : Shannon A. Yauchzee
Principal Engineer Director/City Engineer
Reviewed/Approved by:
Attachment No. 1: Vicinity Map
(Z��
Finance
ZAAGENDA - 2007\SP-07114_and Federal Project STPL-5259_Selection of Consultant for California Ave and Plaza Dr Widening.doc