Agenda #: 5.7
Meeting Date: September 19, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: CONSULTANT SERVICES AGREEMENT WITH MULHOLLAND
CONSULTING, INC. FOR THE DESIGN OF THE STEEP CANYON
ROAD EROSION CONTROL AND SEDIMENTATION PREVENTION AT
CLEAR CREEK CANYON DRIVE PROJECT (CIP PW24401).
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
Approve, and authorize the City Manager to sign, a Consultant Services Agreement with Mulholland Consulting, Inc., in the amount of $59,433.00 plus a contingency amount of $8,914.95 for a total authorization amount of $68,347.95.
FINANCIAL IMPACT:
The FY 2023/24 Capital Improvement Program includes a sufficient budget from Measure W Fund (Fund 201) for the Steep Canyon Road Erosion Control and Sedimentation Prevention at Clear Creek Canyon Drive Project as follows:
Steep Canyon Road Erosion
Control and Sedimentation
Prevention at Clear Creek
Canyon Drive Project (CIP#
PW24401)
Budget Encumbrance/
Expenses Balance
Measure W Fund $300,000.00 $300,000.00
Consultant Services for Design
– Mulholland Consulting, Inc. ($59,433.00) $240,567.00
Consultant Services for Design
Contingency (15%) ($8,914.95) $231,652.05
Balance $231,652.05
The total contingency amount of $8,914.95 will only be used if unforeseen circumstances warrant a contract change order. The balance of the project budget will
be used for the construction phase.
BACKGROUND:
This Project is located at the end of the cul-de-sac on Steep Canyon Road at Clear Creek Canyon Drive, adjacent to the entrance of Summitridge Park Trail (Attachment 2 – Location Map). The existing hillside has been naturally eroding over time, resulting in sediment being discharged into the existing roadway adjacent to the slope. Currently, sediment from the hillside is transferred by the stormwater that sheet flows into the street and curb/gutter. Public Works maintenance staff have implemented Best Management Practices (BMP), i.e., sandbags in this area as a temporary measure.
However, maintenance activities are still required, especially after large storm events.
The goal of the Project is to control and minimize the amount of sediment flow through a design of a Low Impact Development (LID) Best Management Practice (BMP), settling basins or bioswales, to remove the sediment from the stormwater prior to transforming its overflow into the storm drain system. Additionally, this Project will help optimize and minimize maintenance activities for Public Works maintenance staff.
ANALYSIS:
On June 22, 2023, staff issued a Request for Proposal (RFP) for the engineering design and preparation of construction documents for the Project.
Eight (8) consulting firms submitted their proposals for the engineering services by the due date of July 27, 2023, with the following proposed costs:
Consultant Fee
Haley & Aldrich $89,290
IMEG Corporation $203,377
J. Smith & T. Muli, Inc. $87,770
MNS Engineers, Inc. $53,360
Mulholland Consulting, Inc. $59,433
PBLA Engineering, Inc. $84,610
Proactive Engineering Consultants, Inc. $38,919
Watearth, Inc. $80,100
The proposals were reviewed and evaluated based on:
• General responsiveness to the City’s RFP, including staff qualifications • Staff and firm experience with projects in similar size and scope • Approach and methodology proposed for this project
• Number of hours and level of effort
• Ability to meet the City’s time schedule and expectations • References from previous projects
Considering the above criteria, a panel of staff reviewed the eight proposals and ranked the proposal by Mulholland Consulting, Inc. (MCI) higher. MCI submitted a full-service and thorough proposal that clearly detailed its methodology and approach while identifying critical strategies and tasks that have been tailored specifically for this Project. In preparation of its proposal, MCI conducted a field investigation identifying several key areas of the site that would require special attention.
The following are the specific tasks included in MCI’s proposal:
• Geotechnical Recommendations for the design of a permanent Low Impact Development (LID) BMP, reviewing of the existing site conditions and providing recommendations for the design of the proposed BMP, which includes an offset from the toe of the slope, grading, and bedding/backfill. • Preparation of the required documents and notification of the California Department of Fish and Wildlife for the proposed discharge through the Environmental Permit Management System (EPIMS);
Additionally, Mulholland Consulting, Inc. has provided satisfactory design services for similar projects in the following cities: Diamond Bar, Culver City, and Cerritos.
The project schedule is tentatively set as follows:
Award of Contract September 19, 2023
Start of Design Work September 2023
Completion of Design Work December 2023
It is recommended that the City Council approve the Consulting Services Agreement with Mulholland Consulting, Inc. to provide design services for the Steep Canyon Road Erosion Control and Sedimentation Prevention at Clear Creek Canyon Drive Project.
LEGAL REVIEW:
The City Attorney has reviewed and approved the agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.7.a Consulting Services Agreement with Mulholland Consulting, Inc.
2. 5.7.b Location Map