AGENDA
ITEM
10 AGENDA STAFF REPORT
BAR
CALEXICO
DATE: April 20, 2023
TO: Mayor and City Council
APPROVED BY:
REVIEWED BY: Sandra L. Fonseca, City Manager X
PREPARED BY: Liliana Fakmi, Public Works Manager Administrating lu SUBJECT: Authorize City Manager to Sign Agreement of Professional Services with Dynamic Consulting Engineers in the Amount of $38,120.00 for Engineering Services for Alley Improvement Project - Phase II and III.
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Recommendation:
Authorize City Manager to Sign Agreement of Professional Services with Dynamic Consulting Engineers in the Amount of $38,120.00 for Engineering Services for Alley Improvement Project - Phase Il and III.
Background:
The Imperial County Air Pollution Control District (ICAPCD) received a federal grant through the Environmental Protection Agency (EPA) 2021 Targeted Airshed Grant Program to assist the City of Calexico to pave approximately 3.46 miles of unpaved alleyways in Calexico in an attempt to mitigate PM10 and PM2.5.
On December 1, 2021, and March 16, 2022, the City Council of the City of Calexico authorized the City Manager to enter into a Funding Agreement with ICAPCD for the Alleyway Paving Project.
On October 5, 2022, the City Council of the City of Calexico approved the bid plans and specifications for Alley Improvement Project - Phase I and authorized Public Works Department to send the project out to bid. The work included, grading base and subgrade preparation for installation of class Il base, remove and replace concrete curb and gutter, driveways, surveying work, utility adjustments and traffic AGENDA control. ITEM
On December 21, 2022, the City Council of the City of Calexico awarded the Bid Proposal from Pyramid Construction & Aggregates, Inc. in the amount of $820,565.00 and authorized City Manager to sign Construction Agreement between the City of Calexico and Pyramid Construction & Aggregates, Inc. for the Alley Improvement Project - Phase I. Alley Improvement Project - Phase I is currently under construction and is approximately 60% completed.
Discussion & Analysis:
On March 8, 2023, the Public Works Department issued Task Order No. 2023-002 to review plans, specifications and cost estimate for Alley Improvement Project - Phase I and III to all five (5) On-Call Engineering firms that were previously approved by City Council on November 17, 2021. The scope of work includes all work necessary for completing final stamped engineering plans, specifications and bidding documents by a California Registered Civil Engineer.
Only three (3) of the five (5) firms submitted proposals for engineering services for Alley Improvement Project - Phase II and I!!:
# Company Total
Dynamic Consulting Engineers $38,120.00
2 Mour Group Engineering $43,175.00
3 West & Associates Engineering, Inc. $49,500.00
Public Works staff has reviewed the proposals received and recommends that the City Council of the City of Calexico authorize City Manager to sign Agreement of Professional Services with Dynamic Consulting Engineers in the amount of $38,120.00 for Engineering Services for Alley Improvement Project - Phase I! and II!.
Fiscal Impact:
Capital Improvement Program Budgeted Item for FY 2022-2023 Fund No. 412-91-903-56003-000 $38,120.00
Total $38,120.00
Coordinated With:
City Manager's Office.
Finance Department.
Public Works Department.
Attachments):
Agreement of Professional Services between the City of Calexico and Dynamic Consulting Engineers.
Dynamic Consulting Engineers Proposal.
Mour Group Engineering Proposal.
West & Associates Engineering Proposal.
5. Task Order No. 2023-002.
ATTACHMENT #1
AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement is made and entered into as of the 19th day of April, 2023, by and between the City of Calexico ("City") and Dynamic Consulting Engineers ("Consultant").
RECITALS
A. Consultant is specially trained, experienced and competent to perform the special services which will be required by this Agreement; and
B. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein.
AGREEMENT
1. Scope of Services. The Consultant shall furnish the following services in a professional manner. Consultant shall perform the services described on Exhibit A which is attached hereto and incorporated herein by reference. Consultant shall provide said services at the time, place, and in the manner specified in Exhibit A, subject to the direction of the City through its staff that it may provide from time to time.
2. Time of Performance. The services of Consultant are to commence upon execution of this Agreement and shall continue until all authorized work is approved by the City. All such work shall be completed no later than June 30, 2024. Time is of the essence for every provision of this agreement that states a time for performance and for every deadline imposed by the City.
Compensation. Compensation to be paid to Consultant shall be as set forth in Exhibit B, which is attached hereto and incorporated herein by reference. Payment by City under this Agreement shall not be deemed a waiver of defects, even if such defects were known to the City at the time of payment.
Method of Payment. Consultant shall submit monthly billings to City describing the work performed during the preceding month. Consultant's bills shall include a brief description of the services performed, the date the services were performed, the number of hours spent and by whom, and a description of any reimbursable expenditures. City shall pay Consultant no later than 30 days after approval of the monthly invoice by City staff.
5. Ownership of Documents. All plans, studies, documents and other writings prepared by and for Consultant, its officers, employees and agents and subcontractors in the course of implementing this Agreement, except working notes and internal documents, shall become the property of the City upon payment to Consultant for such work, and the City shall have the sole right to use such materials in its discretion without further compensation to Consultant or to any other party. Consultant shall, at Consultant's expense, provide such reports, plans, studies, documents and other writings to City upon written request.
6 Independent Contractor. It is understood that Consultant, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and shall not act as an agent or employee of the City. Consultant shall obtain no rights to retirement benefits or other benefits which accrue to City's employees, and Consultant hereby expressly waives any claim it may have to any such rights.
7. Interest of Consultant. Consultant (including principals, associates and professional employees) covenants and represents that it does not now have any investment or interest in real property and shall not acquire any interest, direct or indirect, in the area covered by and during this Agreement or any other source of income, interest in real property or investment which would be affected in any manner or degree by the performance of Consultant's services hereunder. Consultant further covenants and represents that in the performance of its duties hereunder no person having any such interest shall perform any services under this Agreement.
Consultant is not a designated employee within the meaning of the Political Reform Act because Consultant:
a. will conduct research and arrive at conclusions with respect to his/her rendition of information, advice, recommendation or counsel independent of the control and direction of the City or of any City official, other than normal agreement monitoring; and
b. possesses no authority with respect to any City decision beyond rendition of information, advice, recommendation or counsel. (FPPC Reg. 18700(a)(2).)
8. Professional Ability of Consultant. City has relied upon the professional training and ability of Consultant to perform the services hereunder as a material inducement to enter into this Agreement. Consultant shall therefore provide properly skilled professional and technical personnel to perform all services under this Agreement. All work performed by Consultant under this Agreement shall be in accordance with applicable legal requirements and shall meet the standard of quality ordinarily to be expected of competent professionals in Consultant's field of expertise.
Indemnity. Consultant agrees to indemnify, including the cost to defend, the City, and its officers, agents and employees from any and all claims, demands, costs or liability that arise out of, or pertain to, or relate to the negligence, recklessness, or willful misconduct of Consultant and its agents in the performance of services under this contract. This indemnity does not apply to liability for damages for death or bodily injury to persons, injury to property, or other loss, damage or expense arising from the sole negligence, willful misconduct or defects in design by the City or its agents, servants, or independent contractors who are directly responsible to the City, or the active negligence of the City. 2 To the fullest extent permitted by law, the Consultant shall (1) immediately defend and (2) indemnify the City, and its councilmembers, officers, agents, and employees from and against all liabilities regardless of nature or type that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, or its employees, agents, or subcontractors. Liabilities subject to the duties to defend and indemnify include, without limitation, all claims, losses, damages, penalties, fines, and judgments; associated investigation and administrative expenses; defense costs, including but not limited to reasonable attorneys' fees; court costs; and costs of alternative dispute resolution. The Consultant's obligation to indemnify applies unless it is finally adjudicated that the liability was caused by the sole active negligence or sole willful misconduct of an indemnified party. If it is finally adjudicated that liability is caused by the comparative active negligence or willful misconduct of an indemnified party, then Consultant's indemnification obligation shall be reduced in proportion to the established comparative liability.
(b) The duty to defend is a separate and distinct obligation from Consultant's duty to indemnify. Consultant shall be obligated to defend, in all legal, equitable, administrative, or special proceedings, with counsel approved by the City, the City and its councilmembers, officers, agents, and employees, immediately upon tender to Consultant of the claim in any form or at any stage of an action or proceeding, whether or not liability is established. An allegation or determination that persons other than Consultant are responsible for the claim does not relieve Consultant from its separate and distinct obligation to defend under this section. The obligation to defend extends through final judgment, including exhaustion of any appeals. The defense obligation includes an obligation to provide independent defense counsel if Consultant asserts that liability is caused in whole or in part by the negligence or willful misconduct of the indemnified party. If it is finally adjudicated that liability was caused by the comparative active negligence or willful misconduct of an indemnified party, Consultant may submit a claim to the City for reimbursement of reasonable attorneys' fees and defense costs in proportion to the established comparative liability of the indemnified party. (c) The review, acceptance or approval of the City's work or work product by any indemnified party shall not affect, relieve or reduce the City's indemnification or defense obligations. This Section survives completion of the services or the termination of this contract. The provisions of this Section are not limited by and do not affect the provisions of this contract relating to insurance.
10. Insurance Requirements.
a. Consultant, at Consultant's own cost and expense, shall procure and maintain, for the duration of the contract, the following insurance policies. i. Workers' Compensation Coverage. Consultant shall maintain Workers' Compensation Insurance and Employer's Liability Insurance for his/her 3 employees in accordance with the laws of the State of California. In addition, Consultant shall require each subcontractor to similarly maintain Workers' Compensation Insurance and Employer's Liability Insurance in accordance with the laws of the State of California for all of the subcontractor's employees. Any notice of cancellation or non-renewal of all Workers' Compensation policies must be received by the City at least thirty (30) days prior to such change. The insurer shall agree to waive all rights of subrogation against City, its officers, agents, employees and volunteers for losses arising from work performed by Consultant for City. This provision shall not apply if Consultant has no employees performing work under this Agreement. If the Consultant has no employees for the purposes of this Agreement, Consultant shall sign the "Certificate of Exemption from Workers' Compensation Insurance" which is attached hereto as Exhibit C.
i. General Liability Coverage. Consultant shall maintain commercial general liability insurance in an amount not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit.
ili. Automobile Liability Coverage. Consultant shall maintain automobile liability insurance covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with the work to be performed under this Agreement, including coverage for owned, hired and non-owned vehicles, in an amount of not less than one million dollars ($1,000,000) combined single limit for each occurrence.
iv. Errors and Omissions Liability. Consultant shall maintain errors and omissions liability insurance for all work performed under this Agreement in an amount of not less than one million dollars ($1,000,000).
Policy Endorsements. Each general liability and automobile liability insurance policy shall be with insurers possessing a Best's rating of no less than A:VII and shall be endorsed with the following specific language:
i. The City of Calexico, its elected or appointed officers, officials, employees, agents and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the Consultant, including materials, parts or equipment furnished in connection with such work or operations.
ii. This policy shall be considered primary insurance as respects the City, its elected or appointed officers, officials, employees, agents and volunteers. 4 Any insurance maintained by the City, including any self-insured retention the City may have, shall be considered excess insurance only and shall not contribute with it.
ill. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company.
iv. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its elected or appointed officers, officials, employees, agents or volunteers.
V. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits except after thirty (30) days written notice has been received by the City.
c. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the City's option, Consultant shall demonstrate financial capability for payment of such deductibles or self-insured retentions.
Certificates of Insurance and Endorsements. Consultant shall provide certificates of insurance with original endorsements to City as evidence of the insurance coverage required herein. Certificates of such insurance shall be filed with the City on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with the City at all times during the term of this Agreement.
11. Compliance with Laws. Consultant shall use the standard of care in its profession to comply with all applicable federal, state and local laws, codes, ordinances and regulations.
12. Licenses. Consultant represents and warrants to City that it has all licenses, permits, qualifications, insurance and approvals of whatsoever nature which are legally required of Consultant to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any licenses, permits, insurance and approvals which are legally required of Consultant to practice its profession. Consultant shall obtain a City of Calexico Business License.
13. Controlling Law Venue. This Agreement and all matters relating to it shall be governed by the laws of the State of California and any action brought relating to this Agreement shall be held exclusively in a state court in the County of Imperial, California. 5 14. Written Notification. Any notice, demand, request, consent, approval or communication that either party desires or is required to give to the other party shall be in writing and either served personally or sent prepaid, first class mail. Any such notice, demand, etc. shall be addressed to the other party at the address set forth herein below. Either party may change its address by notifying the other party of the change of address. Notice shall be deemed communicated within 48 hours from the time of mailing if mailed as provided in this section.
If to City: City of Calexico, City Manager
608 Heber Ave.
Calexico, CA 92231
If to Consultant: Dynamic Consulting Engineers
2415 Imperial Business Park Drive, Suite B
Imperial, CA 92251
15. Consultant's Books and Records.
Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, or expenditures and disbursements charged to City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant to this Agreement. b. Consultant shall maintain all documents and records which demonstrate performance under this Agreement for a minimum period of three (3) years, or for any longer period required by law, from the date of termination or completion of this Agreement.
C. Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit, at any time during regular business hours, upon written request by the City Manager, City Attorney, City Auditor or a designated representative of these officers. Copies of such documents shall be provided to the City for inspection at City Hall when it is practical to do so.
Otherwise, unless an alternative is mutually agreed upon, the records shall be available at Consultant's address indicated for receipt of notices in this Agreement.
d. Where City has reason to believe that such records or documents may be lost or discarded due to dissolution, disbandment or termination of Consultant's business, City may, by written request by any of the above named officers, require that custody of the records be given to the City and that the records and documents be maintained in City Hall. Access to such records and documents shall be granted to any party authorized by Consultant, Consultant's representatives, or Consultant's successor-in-interest.
16. Entire Agreement. This Agreement constitutes the complete and exclusive statement of Agreement between the City and Consultant. All prior written and oral communications, including correspondence, drafts, memoranda, and representations, are superseded in total by this Agreement.
17. Amendments. This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney.
18. Waiver. No failure on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder.
19. Execution. This Agreement may be executed in several counterparts, each of which shall constitute one and the same instrument and shall become binding upon the parties when at least one copy hereof shall have been signed by both parties hereto. In approving this Agreement, it shall not be necessary to produce or account for more than one such counterpart
20. Assignment and Subcontracting. The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience and competence of Consultant. Assignments of any or all rights, duties or obligations of the Consultant under this Agreement will be permitted only with the express consent of the City. Consultant shall not subcontract any portion of the work to be performed under this Agreement without the written authorization of the City. If City consents to such subcontract, Consultant shall be fully responsible to City for all acts or omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between City and subcontractor nor shall it create any obligation on the part of the City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise is required by law.
21. Termination. This Agreement may be terminated by the City immediately for cause or by either party without cause upon fifteen days' written notice of termination. Upon termination, Consultant shall be entitled to compensation for services performed up to the effective date of termination.
***SIGNATURES ON FOLLOWING PAGE***
7 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date first written above.
CITY OF CALEXICO: CONSULTANT:
Esperanza Colio Warren Carlos Beltran, P.E.
City Manager Dynamic Consulting Engineers, Inc.
APPROVED AS TO FORM: ATTEST:
Carlos Campos Gabriela Garcia
City Attorney City Clerk
8 EXHIBIT A
SCOPE OF SERVICES
(proposal dated March 17, 2023)
Jynarnic CONSULTIN
ENGINEER
March 17, 2023
City of Calexico
608 Heber Avenue
Calexico, CA 92231
Attn: Liliana Falomir, Public Works Manager
Subject: Proposal for Review of Plans, Survey and Design New AC Pavement Street es i ate for Ciy or cacitico ile stree Pepravarientt Cojetrucioe Cand III.
Dynamic Consulting Engineers, Inc (DCE) is pleased to present this cost proposal to the City of Calexico for the review, comment and sign and stamp (on behalf of the City of Calexico) the Calexico Alley Improvement Project Plans, Specifications, Cost Estimates and related project documents.
SCOPE OF WORK:
• DCE will review Plans, Specifications and Prepare Cost Estimate. • DCE will review project documents.
• DCE will prepare topographic survey and design new AC Pavement roadway at 7* Street, DCE will analyze drainage conditions.
• DCE will meet with City staff and required stakeholders as necessary to coordinate, facilitate and expedite project approval.
• Stamp project plans and specifications for approval on behalf of the city.
COST PROPOSAL
DCE will provide the services mentioned in the scope of work as follows:
• Plan Check Improvement Plans (34 Sheets): $9,180.00
• Survey Alleys to Determine Proper Flow $7,800.00
• Review Specifications and Prepare Cost Estimate: $1,900.00 • Survey and Design 7" Street for New AC Pavement Road $17,800.00 • Attend Meetings as Necessary with Stakeholders: $1,440.00 DCE will provide the services mentioned above for a fee of $38,120.00 Please do not hesitate to contact us if you have any questions. Again, thank you for giving Dynamic Consulting Engineers, Inc (DCE) the opportunity to serve you.
Carlos Beltran, P.E.
2415 Imperial Business Park Dr. Suite B, Imperial, CA 92251 - Tel. (760) 545-0162 - Fax (760) 545-0163 1 of 2
Principal Engineer.
2415 Imperial Business Park Dr. Suite B, Imperial, CA 92251 - Tel. (760) 545-0162 - Fax (760) 545-0163 2 of 2
EXHIBIT B
SCHEDULE OF CHARGES
10 EXHIBIT C
CERTIFICATE OF EXEMPTION FROM WORKERS' COMPENSATION INSURANCE I hereby certify that in the performance of the work for which this Agreement is entered into, I shall not employ any person in any manner so as to become subject to the Workers' Compensation Laws of the State of California.
Executed on this day of , 2023, at
California.
Consultant
11 ATTACHMENT #2
Dynamic ENSUETNG
March 17, 2023
City of Calexico
608 Heber Avenue
Calexico, CA 92231
Attn: Liliana Falomir, Public Works Manager
Subject: Proposal for Review of Plans, Survey and Design New AC Pavement Street Etzin Sates fo evieo Catixico Aley sdree Paproverientf Progetruhise Il and III.
Dynamic Consulting Engineers, Inc (DCE) is pleased to present this cost proposal to the City of Calexico for the review, comment and sign and stamp (on behalf of the City of Calexico) the Calexico Alley Improvement Project Plans, Specifications, Cost Estimates and related project documents.
SCOPE OF WORK:
• DCE will review Plans, Specifications and Prepare Cost Estimate. • DCE will review project documents.
• DCE will prepare topographic survey and design new AC Pavement roadway at 7" Street, DCE will analyze drainage conditions.
• DCE will meet with City staff and required stakeholders as necessary to coordinate, facilitate and expedite project approval.
• Stamp project plans and specifications for approval on behalf of the city.
COST PROPOSAL
DCE will provide the services mentioned in the scope of work as follows:
• Plan Check Improvement Plans (34 Sheets): $9,180.00
• Survey Alleys to Determine Proper Flow $7,800.00
• Review Specifications and Prepare Cost Estimate: $1,900.00 • Survey and Design 7" Street for New AC Pavement Road $17,800.00 • Attend Meetings as Necessary with Stakeholders: $1,440.00 DCE will provide the services mentioned above for a fee of $38,120.00 Please do not hesitate to contact us if you have any questions. Again, thank you for giving Dynamic Consulting Engineers, Inc (DCE) the opportunity to serve you.
Bet
Carlos Beltran, P.E.
2415 Imperial Business Park Dr. Suite B, Imperial, CA 92251 - Tel. (760) 545-0162 - Fax (760) 545-0163 1 of 2
Principal Engineer.
2415 Imperial Business Park Dr. Suite B, Imperial, CA 92251 - Tel. (760) 545-0162 - Fax (760) 545-0163 2 of 2
ATTACHMENT #3
| 6593 Riverdale St.
MOUR GROUP San Diego, CA 92120
619.727.4800
18 ENGINEERING + DESIGN
To: City of Calexico Date: March 9, 2023
608 Heber Ave. Project Name: Review of Plans and Specifications Calexico, CA 92231-2840 Alley Improvement Project
Phase Il and Ill
ATTN: Ms. Liliana Falomir
Via email: [email protected]
PROPOSAL
Mour Group Engineering + Design hereby submits the following proposal for providing professional services for the above- referenced project Alley Improvements, Phase Il and Ill, to mitigate PM10 and PM2.5.
The scope of work includes the formal review of the plans, specifications and cost estimate for the Project. The review will ensure compliance with:
A. All applicable City zoning, City ordinances, California Department of Transportation Standard Plans and Standard Specifications for Public Works Construction
B. Applicable requirements from the City Fire, Engineering, Public Works, Planning and Building Departments C. Stamp, sign and assume responsible charge for city-produced drawings D. Includes up to two rounds of design/peer review.
The scope of work also includes all work necessary for completing final stamped engineering plans, specifications and bidding documents, as well as:
1. Survey alleys to determine proper flow.
2. Survey and design 7th Street for new ac pavement road and analyze drainage conditions.
The scope shall also include meetings with the City as necessary during design. The consultant will review the plans and make any recommendations and/or changes. The recommendation and/or changes will be done in-house and the consultant will review and sign the final plans.
The fee for the services listed above will be provided on a time and material basis not to exceed the amount of $ 43,175 (Forty- Three Thousand One Hundred Seventy Five Dollars) for up to two plan reviews.
All reimbursable expenses such as delivery, printing, etc. will be billed at cost, plus ten percent (10%), in addition to the fee above. All additional services, upon approval of the Client, will be billed per the previously submitted schedule of charges. Terms and Conditions will be per the City of Calexico base agreement.
If this proposal is acceptable to you, please indicate by signing the first page, and returning the original agreement. In doing so, you acknowledge your acceptance of this proposal, which will then constitute a contract for professional services. The person signing this contract warrants that he has the authority to sign as, or on behalf of, the Client. We appreciate the opportunity of submitting this proposal and look forward to working with you on this project.
Respectfully Approved and Accepted by:
Relation
Signature Date
Principal
GAM/am
Printed Name/Title
City of Calexico - Alley Improvement Project - March 9, 2023 December 16, 2021
City of Calexico
New River Improvement Project
City of Calexico - New River Improvement Project - December 16, 2021 ATTACHMENT #4
WEST&ASSOCIATES
ENGINEERI
March 27, 2023
Ms. Lilliana Falomir
Public Works Manager
City of Calexico
608 Heber Avenue
Calexico, CA 92231
Proposal: Review of Plans, Specifications, and Cost Estimate (PS&E) for Alley Improvement Project - Phase I| and III (Task Order Proposal Request 2023-002) and Design of 7 Street Improvements Dear Ms. Falomir,
Thank you for contacting West & Associates with this Task Order Proposal Request. We understand that the City is in need of Engineering Review Services to assist in the finalization of the PS&E for bidding and construction.
We further understand that the scope of work includes the paving of alleyways within the City to help mitigate PM10 and PM2.5 (Dust Control issues https://ww2.arb.ca.gov/resources/inhalable-particulate-matter-and-health).
Finally, we understand that the City is also in need of Engineering Design Services for improvements to 7th Street from Pierce Ave to Cesar Chavez Blvd.
Scope of Services
• Preliminary review of PS&E, City standards, codes, and ordinances. • Confirm requirements from other City departments (Fire, Engineering, Public Works, Planning, Building, etc). Develop list of questions for the City/Design Engineer. • Review the PS&E for the Alley Improvements, including all disciplines (civil, geotechnical, etc). Prepare "redline" comments for the PS&E.
• Coordinate with City staff to discuss results and ask follow-up questions for clarification. • Surveying of alleys to determine surface flow/drainage. • Surveying and base mapping of 7th Street (from Pierce Ave to Cesar Chavez Bld). • Engineering design of 7* Street improvements, including Plans, Specifications, and Cost Estimate (PS&E). • Conduct reviewing meetings and/or a site visit for the alleys and 7th Street. • After receiving further clarification from questions and from site visit, complete review (redlines) of the PS&E for the alleys and complete design of 7h Street.
• Attend Pre-Bid Meeting, attend Pre-Construction Meeting, and answer RFls.
Schedule
The schedule for the Scope of Services described above is attached in a separate PDF. The overall duration for the plan check services (including field surveying of alleys) will be 35 working days (approximately 1.5 months).
The overall duration for the design of 7h Street will be 67 working days (approximately 2.5 months).
West & Associates Engineering, Inc. • 78 Anacapa Court, Foothill Ranch, CA 92610 • 949.716.7670 | 714.728.8082 * [email protected] City of Calexico
Proposal for Alley Improvement Project (Phase Il and III) and Design of 7'h Street Improvements
March 27, 2023
Fee Estimate
Our fee to provide the services described above is $49,500. A breakdown of our fee is provided under separately- attached cover.
Thank you for this opportunity. Please contact me if you have any questions.
Sincerely,
Phills Wo
Phillip West, P.E., QSD/QSP
Principal/President
West & Associates Engineering, Inc.
(949) 716-7670 Office | (714) 728-8082 Cell
[email protected]
West & Associates Engineering, Inc. + 78 Anacapa Court, Foothill Ranch, CA 92610949.716.7670|714.728.8082 * [email protected]
FEE PROPOSAL
DETAILED FEE ESTIMATE
TOTAL
Task ITEM PM ENGR ADMIN
$130 $120 $75 HRS. $
No.
NON-OPTIONAL WORK LISTED IN RFP
TASK 1 - PLAN CHECK SERVICES
1 Review/Research of Standards & City Requirements (Fire, etc.) 4 8 $1,000 2 Technical Review of PS&E and Preparation of Redline Comments 10 44 2 56 $6,730 3 Preparation of Commments Log 4 8 2 14 $1,630
Subtotal 18 56 4 78 $9,360
TASK 2 - SURVEYING (ALLEYS & 7TH STS) & ENGINEERING SERVICES (7TH ST) Field Surveying and Base Map Preparation (Alleys and 7th Street) N/A $18,100 2 60% Desgin PS&E 10 56 4 70 $8,320
90% Design PS&E 6 18 4 28 $3.240
4 100% (Final) Design PS&E 4 8 4 16 $1,780
Subtotal 20 82 12 114 $31,440
TASK 3 - MEETINGS & COORDINATION
General Coordination (Emails, Phone Calls, etc.) 2 2 4 $500 2 Review Meeting/Site Visit (2) 10 10 20 $2,500
Attend Pre-Bid Meeting 5 5 10 $1,250
Answer Bidding RFIs 2 2 4 $500
5 Attend Pre-Construction Meeting 5 10 $1,250
6 Answer Construction RFIs 4 8 12 $1,480
Subtotal 28 32 60 $7,480
Direct Costs (printing, reproduction, shipping, mileage, etc.) NIA $1,220 TOTAL NON-OPTIONAL WORK 66 170 16 252 $49,500
Key Positions
Position Hourly Rates
Project Manager $130
Engineer $120
Administrative $75
Reimbursable In-House Costs
Vehicle mileage, between engineer's office and
$ 0.65/mile
project site and/or client offices
Reproduction, printing, and any other services cost + 15% performed by subcontractor
Postage Delivery Service, Express Mail cost + 15%
NOTE: All rates are effective until the end of this project.
WEST&ASSOCIATES Fee Proposal for: City of Calexico - Alley Improvement Project (No. 2023-002) Plan Check, Surveying, and Engineering Services
City of Calexico
Plan Check of Alley Improvement Project
and Design of 7th Street Improvements
Schedule
ID Task Name Duration Start Finish Mar 23 Apr '23 May 23 14 | 21 | 28un 23 10122 Kickor Meeting 3 Aprs®
Project Kickoff 1 day Wed 4/5/23 Wed 4/5/23
Due Diligence 6 days Thu 4/6/23 Thu 4/13/23 Due Diligence 1 6 days Obtain/Review City Data (As-Builts, Specs, CAD Blocks) Thu 4/6/23 Wed 4/12/23 Obtain/Review City Data (As-Builts, Specs, CAD Blocks) Site Walk 1 day Thu 4/13/23 Thu 4/13/23 | Site Walk of 1 day Required Field Work 35 days Thu 4/6/23 Wed 5/24/23 Required Field Work 35 days Survey Research and Preparation Thu 4/6/23 Wed 4/12/23 Survey Research and Preparation Field Survey 2 wks Thu 4/13/23 Wed 4/26/23 Field Survey: 2 wks Prepare Digital Base Files 2 wks Thu 4/27/23| Wed 5/10/23 Prepare Digital Base Files 2 wks Plan Check (Alleys) 4 wks Thu 4/27/23 | Wed 5/24/23 Plan Check (Alleys) 4 wks Design (7th Street) 42 days Thu 5/11/23 Fri 7/7123 Design (7th Street) 42 days = Preliminary Engineering 26 days Thu 5/11/23 Thu 6/15/23 Preliminary Engineering 60% Construction Documents 26 days Thu 5/11/23 Thu 6/15/23 60% Construction Documents F 60% PS&E (7th Street) 3 wks Thu 5/11/23 Wed 5/31/23 60% PS&E (7th Street) 3 wks = City Review (Plan Check) 2 wks Thu 6/1/23 Wed 6/14/23 City Review (Plan Check) 2 wks Review Meeting w/City 1 day Thu 6/15/23 Thu 6/15/23 Review Meeting w/City 1 day Final Engineering 16 days Fri 6/16/23 Fri 717123 Final Engineering 90% Construction Documents 11 days Fri 6/16/23 Fri 6/30/23 90% Construction Documents T 90% PS&E (7th Street) 2 wks. Fri 6/16/23 Thu 6/29/23 90% PS&E (7th Street) 7 2 wks City Review (Plan Check) 2 wks Fri 6/16/23 Thu 6/29/23 City Review (Plan Check)" - 2 wks Review Meeting w/City 1 day Fri 6/30/23 Fri 6/30/23 Review Meeting w/City 1 day 100% (Final) Engineering 5 days Mon 7/3/23 Fri 7/7/23 100% (Final) Engineering + 100% (Final) PS&E (7th Street) 1 wk Mon 7/3/23 Fri 7/7/23 100% (Final) PS&E (7th Street) Y Jul 7 Final Plan Check (Alleys) 1wk Mon 7/3/23 Fri 7/7/23 Final Plan Check (Alleys) Y Jul 7 ATTACHMENT #5
Calexico, CA 92231-2840
Tel: 760.768.2160
HERE
CALEXICO Public Works Department
Task Order Proposal Request No. 2023-002
Review Plans, Specifications and Cost Estimate
for
Alley Improvement Project - Phase II and III
March 8, 2023
Introduction
On November 17, 2021, the City of Calexico City Council approved your firm to complete "On Call Engineering" projects. The City needs a qualified engineering firm to complete the review of plans, specification and cost estimate for Alley Improvement Project - Phase II and III on behalf of the City so they can be finalized for construction purposes. The objective of the project is to pave alleyways in Calexico in an attempt to mitigate PM10 and PM2.5. (Exhibit A - Draft Plans for Phase II).
Scope of Work
The engineer shall complete formal review of the plans, specifications and cost estimate for the Project on behalf of the City. In this regard, the engineer shall review all civil, geotechnical, and instrumentation elements of the plans and specifications of the above-cited Project elements to ensure compliance with:
a. All applicable City zoning, City ordinances, California Department of Transportation Standard Plans and Standard Specifications for Public Works Construction b. Applicable requirements from the City Fire, Engineering, Public Works, Planning and Building Departments
The scope of work shall include all work necessary for completing final stamped engineering plans, specifications and bidding documents by a California Registered Civil Engineer. The scope shall also include meetings with the City as necessary during design, attending a pre-bid meeting, bidding and construction services - such as answering bidder's questions, attending a preconstruction meeting, answering RFIs, etc.
Viva Calexico!
Time is of the essence with this Project. The engineer shall complete the scope of work within thirty (30) calendar days.
Proposal
It is requested that a brief one-page proposal be prepared including proposed fees and schedule.
Proposals are requested by Friday, March 17, 2023 by 4:00p.m. Please email a PDF proposal to:
Lilliana Falomir
Public Works Manager - Administrative
City of Calexico
[email protected]
ALLEY IMPROVEMENT PROJECT - PHASE II
PROJECT NO. 2023-300
CITY OF CALEXICO, CA
CASITAS
ORE
CORE BRISAS
INTOW
VICINITY MAP
SCALE=NTS 2022\ CALEXICO ALLEYS 2022 - PHASE I1 & mICALEXICO ALLEYS 20201CALEXICO ALLEYS TITTLE PAGE.DHC INDEX
CLASS II BASE
ASPHALT PAVING
INDEX
ITEM SHEET
STREET LIST
WEST CORE ZONE
EAST CORE & DOWNTOWN 10 Underground Service Alert
CONSTRUCTION DETAILS 24 Call: TOLL FREE
811
NO ROSING DAYS LATE YOU DIE. NECESTELENGA
or liable for,
approved by
REVISION SIZE APPROVED BY DATE DRAWN BY PROJECT DESCRIPTION: SHEET TITLE: SHEET:
vAN NEGRETEL ALLEY IMPROVEMENT FRONT PAGE 01 0F32
* B
DATE PROJECT - PHASE I| CITY MAP
PUBLIC WORKS DIRECTOR/CITY ENGINEER 03/06/2023
ALLEY IMPROVEMENT PROJECT - PHASE I|
SECTOR NOTE STREET FROM TO SYSTEM TYPE SHEET
7TH ST PIERCE AVE. CESAR CHAVEZ BLVD ASPHALT 4
ALLEY 5 GEORGE AVE. ALLEY 6 CLASS I!
ALLEY 6 ROOSEVELT ST. SHERIDAN ST. CLASS II
WEST CORE ZONE ALLEY 9 HAROLD AVE. ALLEY 10 CLASS II 8
10 ALLEY 10 GRANT ST. SHERMAN ST. CLASS I! 9
12 ALLEY I2 ICK CLARKE ST. ALLEY 13 CLASS !!
13 ROCKWOOD AVE. HEFFERNAN AVE. CLASS I! 12
ALLEY 13
19 ALLEY 19 ALLEY 20 DEAD END CLASS I! 13
20 ALLEY 20 HEFFERNAN AVE. HEBER AVE. CLASS !!
21 ALLEY 21 HEFFERNAN AVE. HEBER AVE. CLASS II
26 ALLEY 26 MARY AVE. GILES AVE. CLASS I
EAST CORE & DOWNTOWN Z 28 ALLEY 28 DEAD END DOOL AVE. CLASS I! 31 ALLEY 31 DOOL AVE BEACH AVE. CLASS I! 19
33 ALLEY 33 BEACH AVE. ANDRADE AVE. CLASS II 21
34 ALLEY 34 BEACH AVE. ANDRADE AVE. CLASS II 22
35 [ALLEY 35 BEACH AVE. ANDRADE AVE. CLASS II 23
NEGRETE PROJECTS PROJECTS ALLEYS ALLEYS 2022 - PHASE I I\CALEXICO ALLEYS 20201CALEXICO ALLEYS TITTLE PAGE.OWG IVAN A.
DES
APPROVED BY DRAWN BY PROJECT DESCRIPTION: SHEET TITLE: SHEET:
REVISION SIZE DATE
IVAN NEGRETEL ALLEY IMPROVEMENT 020r32 C: IUSERS ENGINEERING L * B STREET LIST
DATE PROJECT PHASE II
PUBLIC WORKS DIRECTOR/CITY ENGINEER 03/06/2023
ALLEY IMPROVEMENT PROJECT - PHASE III
PROJECT NO. 2023-300
CITY OF CALEXICO, CA
ORE
#CORE LAIS BRISAS
ANTOWN
VICINITY MAP
SCALE=NTS
INDEX NEEN PRES 2022 CALEXICO ALLEYS 2022 - PHASE 11 8 IIIICALEXICO ALLEYS 20201CALEXICO ALLES TITTLE PAGE.DWG
CLASS II BASE
ASPHALT PAVING
INDEX
ITEM SHEET
STREET LIST 2
WEST CORE ZONE 3
EAST CORE & DOWNTOWN 15 Underground Service Alert
LAS BRISAS ZONE 57 Call: TOLL FREE
CONSTRUCTION DETAILS DI
811
TIO BOSONE DAYS BETORS YOU DE. A NEGRETELEN
ein Engineer wit hot De responsie i esign Engineer w
DESKTOP IVAN
DRAWN BY T PROJECT DESCRIPTION: SHEET TITLE: SHEET:
REVISION SIZE APPROVED BY DATE
IVAN NEGRETER ALLEY IMPROVEMENT FRONT PAGE 01 OF32
* B CITY MAP
DATE PROJECT - PHASE III
PUBLIC WOrKS DIRECTOR/CITY ENGINEER 03/06/2023
ALLEY IMPROVEMENT PROJECT - PHASE I|I
SECTOR NOTE STREET FROM TO SYSTEM TYPE SHEET
ALLEY 2 PIERCE AVE. ALLEY 31 CLASS !! 6
3 [LINCOLN ST. GRANT ST. CLASS II 7
ALLEY 3
4 ALLEY 4 PIERCE AVE. CESAR CHAVEZ BLVD CLASS I!
ALLEY I| [STATE HWY 98 I0TH AVE. CLASS I
14 ALLEY 14 PAULIN AVE. ROCKWOOD AVE. CLASS I!
23 ALLEY 23 15TH ST 4TH ST CLASS I!
32 ALLEY 32 DOOL AVE. BEACH AVE. CLASS IL
36 ALLEY 36 UNNUMBERED ALLEY DOOL AVE. CLASS I!
37 ALLEY 37 2ND ST. 2ND ST. CLASS I!
38 ALLEY 38 BEACH AVE. ANDRADE AVE. CLASS I! 53
39 ALLEY 39 UNNUMBERED ALLEY CK CLARKE ST. CLASS I! 54
41 ANZA RD. ANDRADE AVE. E. RIVERA AVE. ASPHALT 58
PROJECTS 2022\CALEXICO ALLEYS 2022 - PHASE 11 & III\CALEXICO ALLEYS 20201CALEXICO ALLEYS TITTLE PAGE.DNG CAUSERS ENGINEERING DESK TOP IVAN A. NEGRETENENGINEERING DRAWN BY PROJECT DESCRIPTION: SHEET TITLE: SHEET:
REVISION SIZE AppRAyED AY DATE
* B IVAN NEGRETE ALLEY IMPROVEMENT STREET LIST 020+32
DATE PROJECT - PHASE III
PUBLIC WORKS DIRECTOR/CITY ENGINEER 03/06/2023