Agenda #: 5.4
Meeting Date: February 21, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: CONSULTING SERVICES AGREEMENT WITH NCE, INC. FOR AREAS 3, 4, AND 5 RESIDENTIAL AND COLLECTOR STREETS
REHABILITATION, ARTERIAL STREETS REHABILITATION, AND
AREAS 3, 4, AND 5 NEIGHBORHOOD ADA CURB RAMPS
IMPROVEMENTS DESIGN, CIP PROJECT NO. SI23101
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
A. Determine that approval of the design services agreement for the proposed project is not subject to environmental review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Article 18, Section 15262; and B. Approve, and authorize the Mayor to sign, the Consulting Services Agreement with NCE, Inc. in a not-to-exceed amount of $361,950, plus a contingency amount of $18,050, for a total authorization amount of $380,000.
FINANCIAL IMPACT:
Sufficient funds are included in the FY 2022-2023 Capital Improvement Program (CIP) Budget.
Funds for the Project are as follows:
Residential and Collector Street and
Arterial Rehab - Area 3, 4 & 5; Area 3,
4 & 5 ADA Curb Ramps (Design) Design
Budget
Encumbrance/
Expenses Balance
Project No. SI23101
Measure M (#1420) $380,000 $380,000
Consultant Services for Design ($361,950) $18,050
Consultant Services for Design
Contingency ($18,050) $0.00
Balance $0.00
BACKGROUND:
The consultant work will complete the design of the residential and arterial roadway rehabilitation projects, currently scheduled for the next three (3) fiscal years, including the design of the American with Disability Act (ADA) Curb Ramp Improvement Project for Area 3.
The City can reduce delays, and save time and money on consultant services, by bundling three (3) years of roadway rehabilitation design work into one project, resulting in shelf-ready plans and specifications for advertisement to hire contractors. The construction schedule is planned over a 3-year period from 2023 to 2026.
DISCUSSION:
The design work will be for approximately 20 centerline miles of residential and collector streets with slurry seal, chip seal and asphaltic concrete (AC) overlay, including removal/repairing isolated damaged AC pavement as determined by field conditions in Areas 3, 4 and 5; and for approximately 13 centerline miles of various sections along major arterials which include Diamond Bar Boulevard, Grand Avenue, Golden Springs Drive, Chino Hills Parkway, Brea Canyon Cut-Off Road, Lemon Avenue, and streets within the Gateway Corporate Center. As discussed in the attached consultant’s proposal (Attachment 2) and shown on the Location Maps (Attachment 3), the design will include a field investigation, utility coordination, pavement analysis, preparation of plans and specifications, bidding and construction support.
On November 8, 2022, staff issued a Request for Proposal (RFP) for the engineering design and preparation of construction documents. On December 7, 2022, eight (8) proposals were received for engineering design services in response to the City’s Request for Proposals (RFP). The firms who submitted proposals include HR Green, JMC2, Nichols Consulting Engineers (NCE), CRA, Onward Engineering, Quantum Consulting, RKA Consulting Group, and Tait & Associates. The proposals were reviewed and evaluated based on:
1) General responsiveness to the City’s RFP
2) Staff and firm experience with projects in similar size and scope 3) Approach/methodology
4) Hours and level of effort
5) Ability to meet the City’s schedule and expectations 6) References
Staff reviewed all the proposals using a qualification-based approach. The criteria above were developed to assess a firm’s ability to provide a high-quality product that meets the City’s standards and requirements. High-quality construction plans have been known to yield savings in the construction costs of the projects as well as in long-term maintenance costs.
In consideration of the criteria mentioned above, staff concurred that the most qualified proposal was submitted by NCE. NCE submitted a thorough proposal for design which detailed their methodology and approach clearly while identifying critical strategies that have been tailored specifically to our needs. NCE conducted a detailed field investigation and identified several key roadway areas that would require special attention, in its proposal.
Additionally, NCE has recently updated the City’s Pavement Management Program in 2022. NCE has provided satisfactory consulting services on various types of projects throughout Los Angeles, Orange, San Diego and San Bernardino Counties. Their proposed fees are within the approved FY 2022-2023 CIP budget.
The table below lists the proposed fees from these professional engineering consultants:
Consultant Base Fee
John M. Cruikshank Consultants, Inc. (JMC2) $335,750
HR Green Pacific, Inc. (HR Green) $341,550
Nichols Consulting Engineers (NCE) $361,950
CR Associates, Inc. (CRA) $365,575
Onward Engineering (OE) $373,310
Quantum Consulting, Inc. $413,410
Tait & Associates, Inc. $614,105
RKA Consulting Group (RKA) $631,585
The tentative construction schedule for each roadway project, which is consistent with the Pavement Management Program is as follows:
Project Title
Tentative
Start of
Construction
Project 1 ADA Curb Ramps Improvement Project (Area 3) May 2023 Project 2
Residential & Collector Streets Rehabilitation (Area 3) May 2024
Arterial Street Rehabilitation:
(Golden Springs Dr from Diamond Bar Blvd to Temple
Ave)
(Grand Ave from Diamond Bar Blvd to East City Limits)
Project 3 ADA Curb Ramps Improvement Project (Area 4) March 2024 Project 4
Residential & Collector Streets Rehabilitation (Area 4) May 2025
Arterial Street Rehabilitation:
(Diamond Bar Blvd from Clear Creek Canyon Dr to
Temple Ave)
(Brea Canyon Cutoff from Diamond Bar Blvd to West
City Limits)
(Chino Hills Pkwy from South City Limits to Scenic
Ridge Dr)
Project 5 ADA Curb Ramps Improvement Project (Area 5) March 2025 Project 6
Residential & Collector Streets Rehabilitation (Area 5) May 2026
Arterial Street Rehabilitation:
(Diamond Bar Blvd from Pathfinder Rd to Brea Canyon
Rd)
(Full limits of Copley Dr, Gateway Center Dr, Bridgegate Dr, and Valley Vista Dr)
(Grand Ave from Golden Springs Dr to Diamond Bar
Blvd)
(Lemon Ave from Golden Springs Dr to North City
Limits)
Environmental Review
The City Council’s approval of the Consultant Services Agreement for design services is not subject to environmental review under the California Environmental Quality Act (CEQA) pursuant to Article 18 (Statutory Exemptions), Section 15262 of the CEQA Guidelines, which exempts “feasibility or planning studies for possible future actions [that] the agency has not yet approved.”
LEGAL REVIEW:
The City Attorney has reviewed and approved the Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.4.a Consulting Services Agreement
2. 5.4.b Exhibit A - Consultant Proposal
3. 5.4.c Exhibits B Through D