AGENDA
ITEM
8 AGENDA
CALEXICO California ITEM
WHERE CALIFORNIA AND MEXICO MEET
8 CITY COUNCIL
AGENDA STAFF REPORT
DATE: July 25, 2024
TO: Mayor and City Council
APPROVED BY: Juan Contreras, Acting City Manager JAC
REVIEWED BY: Sandra L. Fonseca, Interim Finance Director SF PREPARED BY: Lilliana Falomir, Public Works Manager - Administrative SUBJECT: Authorize Acting City Manager to Sign Agreement of Professional Services Between the City of Calexico and Nicklaus Engineering, Inc. in the Amount of $42,635.00 for Engineering Services for Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project.
Recommendation:
It is recommended that the City Council of the City of Calexico approve the following:
1. Authorize Acting City Manager to Sign Agreement of Professional Services between the City of Calexico and Nicklaus Engineering, Inc. in the amount of $42,635.00 for Engineering Services for Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project.
Background:
On April 17, 2024, the City Council of the City of Calexico allocated American Rescue Plan Act (ARPA) to the following capital improvement projects:
1. Enrique Camarena Memorial Library Parking Lot Pavement $120,000.00
2. Calexico Police Department Parking Lot Pavement $120,000.00
3. Community Center Parking Lot Pavement $72,000.00
Discussion and Analysis:
On June 11, 2024, the Public Works Department issued Task Order Proposal Request No. 2024- 002 (Attachment No. 4) to the City's On-Call Engineering approved list to obtain a qualified engineering firm to perform evaluation of existing site conditions, verification and/or development of specific site scope items, prepare plans, specifications, cost estimate and bid package for Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project.
On or before July 5, 2024 at 3:30p.m., the Public Works Department received the following proposals:
# Company Total
1. Nicklaus Engineering, Inc. $42,635.00
2. Kimley-Horn $62,975.00
3. Dynamic Consulting Engineers $72,580.00
Public Works staff has reviewed the proposals received and recommends that the City Council of the City of Calexico authorize Acting City Manager to sign Agreement of Professional Services between the City of Calexico and Nicklaus Engineering, Inc. in the amount of $42,635.00 for Engineering Services for Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project.
Fiscal Impact:
Capital Improvement Program Budgeted Item for FY 2024-2025 ARPA Fund No. 255-91-923-56000-000 $42,635.00
Total $42,635.00
Coordinated With:
City Manager's Office.
Finance Department.
Public Works Department.
Attachments):
Agreement of Professional Services between the City of Calexico and Nicklaus Engineering, Inc.
2. Kimley-Horn Proposal.
3. Dynamic Consulting Engineers Proposal.
4. Task Order Proposal Request No. 2024-002 Evaluation of Existing Site Conditions, Prepare Plans, Specifications, Cost Estimate and Bid Package for Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project.
2 ATTACHMENT NO. 1
AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement is made and entered into as of the 25 day of July, 2024, by and between the City of Calexico ("City") and Nicklaus Engineering, Inc. ("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.
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, 2025. 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.
3. 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.
4. 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.
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.
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
possesses no authority with respect to any City decision beyond rendition of information, advice, recommendation or counsel. (FPPC Reg. 18700(a)(2).) 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.
9. 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, 2 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.
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 indemnity 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. 3 Workers' Compensation Coverage. Consultant shall maintain Workers' Compensation Insurance and Employer's Liability Insurance for his/her 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.
4 ii. This policy shall be considered primary insurance as respects the City, its elected or appointed officers, officials, employees, agents and volunteers.
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.
ili. 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.
d. 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: Nicklaus Engineering, Inc.
461 Main Street
El Centro, CA 92243
15. Consultant's Books and Records.
a. 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.
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 6 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***
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date first written above.
7 CITY OF CALEXICO: CONSULTANT:
Juan Contreras
Acting City Manager
APPROVED AS TO FORM: ATTEST:
Carlos Campos Veronica L. Alvarado
City Attorney City Clerk
8 EXHIBIT A
SCOPE OF SERVICES
(proposal dated July 5, 2024)
NICKLAUS Civil • Architecture • Environmental Engineering & Consulting Industrial Hygiene • Geotech
ENGINEERING, INC. 8(a) | DBE I WOSB I SBE
July 5, 2024
City of Calexico
608 Heber Avenue
Calexico, CA 92231
Attention: Ms. Lilliana Falomir, Public Works Manager - Administrative Reference: Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project
Dear Ms. Falomir,
Nicklaus Engineering, Inc. (Nicklaus) appreciates the opportunity to submit our formal proposal for the above-referenced project. Our proposal is based on Task Order Proposal Request No. 2024-002, dated June 11, 2024. It is our understanding that the improvements will involve rehabilitating three (3) parking lots at Enrique Camarena Memorial Library, the Community Center, and the Police Department in Calexico, CA.
Our services will include the following:
TASK 1.0: PRELIMINARY ENGINEERING SERVICES
Task 1.1 Pavement Evaluation
Nicklaus will core three (3) existing asphalt samples at each parking lot to determine the thickness of the existing aggregate base course (ABC) and asphaltic concrete. In addition, we will hand auger down to three (3) feet in one location at each parking lot. We anticipate that laboratory testing will include moisture content, grain size distribution, and Atterberg Limits. We will prepare an assessment memo detailing the field and laboratory results.
Task 1.2 Environmental Investigations
A review of the RFP does not provide any requested services for this Sub-Task. Should the City of Calexico require these services, we can provide those under a separate contract or a contract modification.
Task 1.3 Topographic Survey
Topographic Survey using GPS. Our services will include a field survey to include horizontal and vertical control and physical features as located by the field survey and any existing drawings. General identification of exposed features may include, but is not limited to, shots at the following locations: spot elevations, temporary benchmarks and control points, existing concrete, sidewalks, pavement/ground elevations, pipe sizes and invert elevations, electrical structures (pull boxes, duct markers, etc.), exposed utilities, poles, bollards, fences, gates, flow lines of ditches, and any other apparent grade break lines, structures, or equipment.
www.neiaw.com
NICKLAUS Civil • Architecture • Environmental Engineering & Consulting Industrial Hygiene • Geotech
ENGINEERING, INC. 8(a) | DBE I WOSB I SBE
TASK 2.0: SITE DESIGN PACKAGE
Our Site Design Package will include:
• Coordination with the City of Calexico;
• Coordination with appropriate stakeholders;
Preparation of Site Demolition/Existing Conditions Plan; Preparation of a Site Plan;
• Site Grading Plan;
• Preparation of Civil Details;
• Preparation of an Erosion Control Plan (not a SWPPP); • Preparation of Project Manual;
• Civil Construction Documents will be prepared in Auto-Cad Civil 3D.
The above-mentioned plans will be prepared in accordance with the requirements set forth in the reference RFP.
Civil Design assumptions and exclusions include:
• Should offsite improvements be required beyond those specifically identified in this proposal (traffic study findings, agency conditions, etc.), we can provide those services under a separate contract or contract modification. It is assumed that no utility design is required for this project. • It is assumed that an underground stormwater retention system is not required.
It is assumed that traffic control plans are not required. • It is assumed that a Water Quality Management Plan and/or Stormwater Pollution Protection Plan are not required.
• It is assumed that a Geotechnical Report is not required. • It is assumed that the preparation of a Basis for Design report is not required. • Project Manual preparation involves reviewing the front end of the City of Calexico's standard documents and supplementing project specifications prepared by Nicklaus Engineering. • It is assumed that a jointing plan is not required.
• The fee does not consider the inclusion of offsite stormwater conditions. Offsite is defined as areas outside of the proposed improvements.
TASK 4.0 ENGINEER'S TAKEOFE
Our services for Task 4.0 will include the following:
• Coordination with the City of Calexico;
Preparation of Opinion of Probable Cost for Final Permit Set and Construction Set.
Engineer's takeoff exclusions include:
• Does not include any takeoffs for offsite improvements. www.neiaw.com
NICKLAUS Civil • Architecture • Environmental Engineering & Consulting Industrial Hygiene • Geotech
ENGINEERING, INC. 8(a) | DBE I WOSB I SBE
TASK 6.0 LANDSCAPE PLANS
A review of the RFP does not provide any requested services for this Task. Should the City of Calexico require these services, we can provide those under a separate contract or a contract modification.
TASK 7.0 OFFSITE ROW AND ROAD IMPROVEMENTS
A review of the RFP does not provide any requested services for this Task. Should the City of Calexico require these services, we can provide those under a separate contract or a contract modification.
TASK 8.0 CONSTRUCTION SUPPORT SERVICES
A review of the RFP does not provide any requested services for this Task. Should the City of Calexico require these services, we can provide those under a separate contract or a contract modification.
If you have any questions regarding this proposal, please feel free to give me a call at (928) 344-8374.
Best regards,
Nicklaus Engineering, Inc.
Antonio Alvarez, P.E.
Vice President
www.neiaw.com
EXHIBIT B
SCHEDULE OF CHARGES
10 Contractor Estimate
A/E FEE ITEMIZATION SHEET
DATE OF SCOPE/MOD: 6/11/2024 NICKLAUS
DATE OF PROPOSAL: 7/5/2024 ENGINEERING. INC.
PROJECT: Enrique Camarena Memorial Library, Work Element 1 Work Element 2 Work Element 3 Community Center and Police Department Preliminary
Totals
LOCATION: Calexio, CA Engineering Site Design Package Engineer's Takeoff Services
PART I - Direct Services
LABOR CATEGORY RATE HOURS COST HOURS COST HOURS COST HOURS COST Project Manager $198.00 $1,386 $1,386 $198 15 $2,970
Project Engineer - Senior $162.00 $1,296 17 $2,754 $0 25 $4,050 Project Engineer - Staff $129.00 $387 75| $9,675 18 $2,322 96 $12,384 Project Engineer - Junior $100.00 11| $1,100 12| $1,200 $O 23 $2,300 Engineering Technician $86.00| $01 94| $8,084 12| S2.032 106 $9,116 CAD Technician $74.00 24 $1,776 $0 24 $1,776
Lab/Field Technician III $71.00 $426 $O $0 LO $426
Geotechnical Laboratory Manager $122.00 $244 $0 $0 $244 Sub Total Direct Labor 61 $6,615 205 $23,099 31 $3,552 297 $33,266 Profit 0.00% $0 $0 $0
Total Direct Labor & Profit $6,615 $23,099 $3,552 $33,266 Other Direct Costs
Equipment and Materials Nicklaus Engineering $2,250 [ $0| $2,250 Sub Contractors
Topographic Survey TTBD $5,750 $0| $5,750
Sub Total ODCs and Sub Contractors $8,000 $O $8,000
G&A 11.54% $923 $923
Profit 5.00% $446 $o™ $446
Total ODCs and Sub Contractors $9,369 $0 $9,369
Travel $0Г $0 $01 $0
Grand Total $15,984 $23,099 $3,552 | $42,635
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 , 2024, at
California.
Consultant
11 ATTACHMENT NO. 2
Kimley» Horn
July 1, 2024
Ms. Lilliana Falomir
Public Works Manager - Administrative
City of Calexico
Public Works Department
608 Heber Avenue
Calexico, CA 92231
Subject: Task Order Proposal No. 2024-002 Evaluation of Existing Site Conditions, Prepare Plans, Specifications, Cost Estimate and Bid Package for Various Parking Lots Dear Ms. Falomir,
We are providing a letter to outline the general scope, schedule and effort proposed for the Parking Lot Rehabilitations of Enrique Camarena Memorial Library, Community Center, and Police Department. It is our intent to summarize this information in a summary as indicated in the City's request for proposals. After initial review and acceptance of this summary, Kimley-Horn will submit a multi-page, detailed scope of work prior to full signatory and authorization of the task order.
Scope of Work:
Kimley-Horn assumes the following scope items to be included in this task order based on the RFP:
topographic survey, pavement rehabilitation, pavement marking replacement to match existing conditions, design for up to two (2) accessible curb ramps at the accessible parking stalls, design of accessible parking stalls for ADA compliance, review accessible parking stall ratio per California Building Code (CBC) guidelines, and review of existing drainage conditions to provide positive flow from the parking lot to the existing curb and gutter for the three (3) parking lots. A site assessment will be performed to observe existing conditions. Specifications and an Opinion of Probable Cost (OPCC) for the project are also included in the scope of work.
Construction drawings will include a title sheet, general notes sheets, demolition, improvement, and staking plans for a 90% and final plans, specifications, and estimate (PS&E) submittal. It is assumed that only one (1) plan set will be submitted including all three (3) sites.
This task order excludes evaluation and replacement of the path of travel to the right-of-way and to entry of building, improvements within the public right of way, landscape and irrigation, geotechnical report and potholing, drainage study, water quality reports and calculations, erosion control plans, traffic control plans, a storm water pollution prevention plan (SWPPP), additional construction phase services beyond the time and materials effort shown below and project submittals beyond 90% and Final. kimley-horn.com 401 B Street, Suite 600, San Diego, CA 92101 619 234 9411 Kimley» Horn
Fee Estimate - Lump Sum:
Task Description Amount
1 Topographic Survey $15,225
Project Management, QAVQC, and Accounting $4,750
Project Setup, Survey Review & Cleanup, and Site Visits $4,500 4 90% PS&E $25,000
5 Final PS&E $8,000
Expenses $1,500
Total Lump Sum Fee $58,975
Fee Estimate - Time & Materials:
Task Description Amount
6 Bid Support and Construction Phase Services $4,000
Total Time and Materials Fee $4,000
Preliminary Schedule:
Task 1 - Acceptance of signed proposal + 14 days
Tasks 3 & 4 - Received Topographic Survey + 28 days
Task 4 - City comments on Task 3 + 14 days
Please direct all communication regarding this task order to Kaylan Burke at (619) 744-0174 or [email protected].
Sincerely,
KIMLEY-HORN AND ASSOCIATES, INC.
Kaylantalle ligan Way
Kaylan Burke, P.E. Megan Ulery, P.E., LEED AP
RCE# 92759 RCE# 73385
kimley-horn.com 401B Street, Suite 600, San Diego, CA 92101 619 234 9411 ATTACHMENT NO. 3
Jynamic CONSULTIN
ENGINEER
July 5, 2024
City of Calexico
608 Heber Avenue
Calexico, CA 92231
Attn: Liliana Falomir, Public Works Manager
Subject: Task Order Proposal Request No. 2024-002 For The Evaluation of Existing Site Conditions, Prepare Plans, Specifications, Cost Estimate and Bid Packag or Enrique Camarena Memorial Library, Community Center and Polic Department Parking Lot Rehabilitation Project.
Dynamic Consulting Engineers, Inc (DCE) is pleased to present this cost proposal to the City of Calexico to field survey, evaluate and prepare plans and specifications for the Enrique Camarena Memorial Library, Community Center and Police Department Parking Lots. The objective of the Project is to overlay existing parking lots including removal and replacement of curb & gutter, ADA compliant handicap parking space, signage, striping, pavement markings, traffic control improvements as necessary to assure proper drainage flows. DCE proposes to complete plans, specifications and bid documents as listed below in the proposed scope of work.
SCOPE OF WORK:
• DCE will prepare a topographic survey of all three project sites and develop the topographic base maps.
• DCE will provide a geotechnical evaluation of existing parking lots and rehabilitation recommendations (by subconsultant).
• DCE will evaluate existing parking lot condition and drainage conditions. DCE will identify drainage issues and provide alternatives and most efficient solutions. • DCE will prepare a demolition plan and site improvement plans including driveways, walkways, ribbon gutters and a new parking pavement structural section and striping plan.
• DCE will meet with City staff and required stakeholders as necessary to coordinate, facilitate and expedite project approval.
• DCE will provide plans, specifications, cost estimates and bid documents.
COST PROPOSAL
DCE will provide the services mentioned in the scope of work as follows:
• Field Survey and Base Pap $17,800.00
• Geotechnical Investigation and Report: $9,180.00
• Prepare Plans, Specifications, Cost Estimates and
Bid Documents $43,200.00
• Attend Meetings as Necessary with Stakeholders: $2,400.00 2415 Imperial Business Park Dr. Suite B, Imperial, CA 92251 - Tel. (760) 545-0162 - Fax (760) 545-0163 1 of 2
DCE will provide the services mentioned above for a fee of $72,580.00 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. cal Bet
Carlos Beltran, P.E.
Principal Engineer.
2415 Imperial Business Park Dr. Suite B, Imperial, CA 92251 - Tel. (760) 545-0162 - Fax (760) 545-0163 2 of 2
ATTACHMENT NO. 4
608 Heber Ave.
Calexico, CA 92231-2840
Tel: 760.768.2160
www.calexico.ca.gov
EB BEIB
CALEXICO
Public Works Department
Her Call Ced Theselle
Task Order Proposal Request No. 2024-002
Evaluation of Existing Site Conditions, Prepare Plans, Specifications, Cost Estimate and Bid Package
for
Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project
June 11, 2024
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 perform evaluation of existing site conditions, verification and/or development of specific site scope items, prepare plans, specifications, cost estimate and bid package for Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project. The objective of the Project is to overlay existing parking lots including removal and replacement of curb & gutter, ADA compliant handicap parking space, signage, striping, pavement markings, traffic control, etc. (Exhibit A - Pictures of Parking Lots). Please note that there are sections of the parking lots that do not have a proper drainage slope, consequently, the engineer' surveyor must survey these areas to provide a positive flow profile so the parking lot can drain by gravity.
Scope of Work
The engineer shall complete a formal evaluation of existing site conditions, verification and/or development of specific site scope items, prepare plans, specifications, cost estimate and bid package for the Project on behalf of the City. In this regard, the engineer shall make sure that all civil, geotechnical, and instrumentation components of the plans and specifications of the above-cited Project elements are in compliance with:
a. All applicable City zoning, City ordinances, California Building Code Standards, California Department of Transportation Standard Plans and Standard Specifications for Public Works Construction, Americans with Disability Act, ASTM standards, National Playground Safety Institute and CPSC Guidelines.
Viva Calexico!
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, topographic survey, analyze drainage conditions, specifications and bidding documents by an engineer registered with the State of California. No subcontractors shall be utilized without prior authorization by the City. 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.
Time is of the essence with this Project. The engineer shall complete the scope of work within sixty (60) calendar days.
Proposal
It is requested that a brief one-page proposal be prepared including proposed fees and schedule.
Proposals are requested by Friday, July 5, 2024 by 3:30p.m. Please email a PDF proposal to:
Lilliana Falomir
Public Works Manager - Administrative
City of Calexico
[email protected]
Task Order Proposal Request No. 2024-002
Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project
Enrique Camarena Memorial Library
850 Encinas Ave, Calexico, CA 92231
Exhibit A
Task Order Proposal Request No. 2024-002
Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project
Enrique Camarena Memorial Library
850 Encinas Ave, Calexico, CA 92231
Exhibit A
Task Order Proposal Request No. 2024-002
Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project
Enrique Camarena Memorial Library
850 Encinas Ave, Calexico, CA 92231
Exhibit A
Task Order Proposal Request No. 2024-002
Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project
Enrique Camarena Memorial Library
850 Encinas Ave, Calexico, CA 92231
Exhibit A
Task Order Proposal Request No. 2024-002
Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project
Community Center
707 Dool Ave, Calexico, CA 92231
Exhibit A
Task Order Proposal Request No. 2024-002
Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project
Community Center
707 Dool Ave, Calexico, CA 92231
Exhibit A
Task Order Proposal Request No. 2024-002
Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project
Community Center
707 Dool Ave, Calexico, CA 92231
Exhibit A
Task Order Proposal Request No. 2024-002
Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project
Calexico Police Department
420 E. Fifth Street, Calexico, CA 92231
Exhibit A
Task Order Proposal Request No. 2024-002
Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project
Calexico Police Department
420 E. Fifth Street, Calexico, CA 92231
Exhibit A
Task Order Proposal Request No. 2024-002
Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project
Calexico Police Department
420 E. Fifth Street, Calexico, CA 92231
Exhibit A
Task Order Proposal Request No. 2024-002
Enrique Camarena Memorial Library, Community Center and Police Department Parking Lot Rehabilitation Project
Calexico Police Department
420 E. Fifth Street, Calexico, CA 92231
Exhibit A