01-16-2007 - Selection of Consultant for Amar Road & Azusa Avenue Intersection Improvements (Project #SP-07101 & Federal Project STPL-5259-014)City of West Covina
Memorandum
TO: Andrew G. Pasmant, City Manager
and City Council
AGENDA
ITEM NO. D-5c
DATE January 16, 2007
FROM: Shannon A. Yauchzee, Director/City Engineer
Public Works Department
SUBJECT: SELECTION OF CONSULTANT FOR AMAR ROAD AND AZUSA
AVENUE INTERSECTION IMPROVEMENTS
(PROJECT -NO. SP-07101 AND FEDRAL PROJECT STPL-5259-014)
RECOMMENDATION:
It is recommended that the City Council accept the proposal of Kimley-Horn and Associates,
Inc., of Los Angeles, California in an amount not to exceed $125,425 and authorize the Public
Works Director/City Engineer to execute an agreement with said firm for the work to be done.
DISCUSSION:
This project was approved by the City Council in the fiscal year 2006-2007 Capital Improvement
Program budget. 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 Amar Road and Azusa Avenue, traffic signals
modification, and all appurtenant work.
Since the project has been approved under the Surface Transportation Reauthorization Bill and in
order to assure that the consulting work is completed in accordance with the State and Federal
requirements, a Request for Proposal (RFP) was prepared to secure the services of a consultant
(Engineering Firm) specializing in Federal and State projects.
The consultant services will include the following phases:
1. Preliminary design
2. Acquisition of right-of-way per Caltrans and FHWA guidelines
3. Environmental clearance from Caltrans
4. Final design of the project including plans, specifications, and cost estimate
5. Bid assistance
6. Construction assistance
Out of the 21 RFPs that were mailed, seven firms responded. The seven proposals were
reviewed and a selection process was implemented whereby each company's experience, present
staffing, demands upon City's staff, method of approach to work, time to complete the project,
the City's prior experience with consultants, and cost were evaluated. Based on the evaluation,
three firms, AEI—CASC Engineering, Inc., Willdan, and Kimley-Horn and Associates, Inc., were
invited to meet with a staff to discuss their proposals.
Staff conducted an interview with all three consultants and further evaluated their service 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
At the conclusion of the interview, staff discussed the project's scope of service and emphasized
the City's expectations. The consultants were then provided the opportunity to revise their
proposals based on the redefined scope of services. The refined scope of services was necessary
so that the selection of the consultant would be based more equitably.
Z:\AGENDA - 2007\SP-07101 and Federal Project STPL-5259-013_Selection of Consultant for Amar and Azusa Intersection. doc
11
Andrew G. Pasmant, City Manager
and City Council
Page 2 — January 16, 2007
The three consultant fees are as follows:
1.
Willdan
Industry
$118,950
2.
AEI—CASC Engineering, Inc.,
Colton
$124,062
3.
Kimley-Horn and Associates, Inc.
Woodland Hills
$125,425
In addition to the $125,425 consultant fee, there will be costs for reimbursable, contingencies,
and staff time to review plans etc. in a total estimated cost of $150,0000.
The consulting firm of Kimley-Horn and Associates, Inc., was outstanding based on their
qualifications, prior experience with traffic conditions and design limitation of the Azusa Avenue
and Amar Road intersection ability to complete the project within the time provided, and their
proven ability. of doing work in an exemplary manner. More .importantly, this firm provided the
City with traffic consultant services in the preparation of the Environmental Impact Report (EIR)
for. the proposed BKK Development and Industrial Park Concept, Azusa Avenue Capacity
Enhancement Study including preparation of EIR/EA reports, the study of various alternatives at
the Azusa Avenue and Amar Road intersection, and conducted several public meetings for Azusa
Avenue Capacity Enhancement Study project. With the prior knowledge and expertise of the
conditions of Amar Road and Azusa Avenue intersection, Kimley-Horn is the most qualified
consultant for this project.
Based on reasons stated above, staff is recommending the selection of Kimley-Horn and
Associates, Inc., to prepare the plans and specification for the Azusa Avenue and Amar Road
intersection improvements even though their proposal cost is higher than the other two.
ALTERNATIVES:
1. The City Council could decide not to proceed with this project. The decision would forgo
the Federal funds of $1,000,000 and would not improve the traffic condition at the
proposed intersection:
2. The City Council may decide to award the contract to a consultant other than the
recommended consultant.
FISCAL IMPACT:
The funding for this project was approved by the City Council as part of the fiscal year 2006-
2007 Capital Improvement Program. The funds are as follows:
140.81.8738.7200
*$1,000,000
SP-07101
Federal
SP-07101
Development Fees
xxx.81.8738.7200
600,000
Total
$1,600,000
*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.
Z:\AGENDA - 2007\SP-07101 and Federal Project STPL-5259-013_Selection of Consultant for Amar and Azusa Intersection. doc
s
Andrew G. Pasmant, City Manager .
and City Council
Page 3 — January 16, 2007
Funds to be utilized to complete the consultant services are as follows:
��;��.,. ..S+r�s���„
..�. Yv°. ix9 P.. ;�;c�'��'sf✓`,. �. ....... .�.�. ..� r.u. .. ...��� -., ..,,.., ,f z,u .,,, .''�a.w,'„�..� .>��a.., v
,;kxira
1.
Consultant Fees
$125,425
2.
Contingencies, staff time, etc.
24,575
Total
$150,000
Prepared by: Naresh Palkhiwala
Principal Engineer
Reviewed/Approved by:
Finance
Attachment No. 1 Vicinity Map
Reviewed/Approved : Shannon A. Yauchzee
Director/City Engineer
Z:\AGENDA - 2007\SP-07101 and Federal Project STPL-5259-013_Selection of Consultant for Amar and Azusa Intersection. doc
AZUSA AVENUE AND AMAR ROAD
wEST Coi��'� INTERSECTION IMPROVEMENTS
CITY PROJECT S.P. 07101
Z
E R I N !l • ` w• , • REE LLE
Q SCHO Z a aL-!�2 • M C z HOLL N
Lo Q o SCHO _ SCH00
MERCED Y AVE.
ci > a Q m m MICHEU E ST. (•
a • x MICHELLE ST. J o 9 • 5 GRAN
z
� J o w
3 j w CASA L.INDA
a ALWOOD ST. m - a a o
GUON a
AVE �w IR.
MCWOOD STCAMEO hs
o _ . �` RIB DE ORO
FRANCISQUITO AVE. y ��z -A
EATH Z of
• HOLTON ST.
ALwooD sr. SCH00 E � • °?
AS►IINE qR. c�
DOUBLEGROVE ST.
•�-J CR
-
pUBESOR Si. •
o Q P R
GROVE r�
oy NFwcol
y a
OR\/
•
aD
�,O
�Df
ST
n
V. n`
O
�<
v
0AW 3 ac
jE
R
TINA LN.
`0
HARRIHG 00
W
2
Q
ECLIPSE WAY
�0
DIANE PL,
•
R NIE •
r
i
p
Z
w
h
3
m
pl.i
S
6 ORE
Q• m�
j
RO-
•
W •
UL ST. •
U •.
�RENOUN
5� 1
j GG
P
n•-.
gKK
PROJECT SITE'
c�
F�%
;INGRT
20
Q
win
LOCATION MAP