Agenda #: 5.14
Meeting Date: June 17, 2025
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: DESIGN SERVICES AGREEMENT WITH IDS GROUP, INC. FOR
PREPARATION OF ENGINEERED PLANS AND SPECIFICATIONS
FOR THE DIAMOND BAR BOULEVARD ROADWAY STABILIZATION
PROJECT.
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
Approve, and authorize the City Manager to sign, the Consulting Service Agreement with IDS Group, Inc., in a not-to-exceed amount of $122,568, plus a contingency amount of $12,432, for a total authorization amount of $135,000.
FINANCIAL IMPACT:
The not-to-exceed amount of the Agreement, with a 10% contingency, is $135,000.
Sufficient funds are included in the FY2024/25 Public Works Operating Budget (100615- 54400 and 100615-54430) to cover the cost of such services.
BACKGROUND:
A section of Diamond Bar Boulevard sidewalk, about 70 feet long, is visibly damaged between Cold Spring Lane and Crooked Creek Drive. The damage, located entirely within the public right-of-way, affects the road surface, curb, gutter, and sidewalk.
The Public Works Department has implemented temporary mitigation measures to stabilize the area, and there are currently no hazards to vehicular traffic or adjacent private property.
In March 2024, the City’s geotechnical consultant, Ninyo & Moore, completed an evaluation of the existing soil and geologic conditions at the site and provided recommendations for permanent repair.
Preparation of engineered plans and specifications, cost estimates (PS&E), and structural designs prepared by a licensed professional engineer are now required as the next step in the process, and are necessary for bidding and the ultimate construction of the permanent repair of this section of the roadway.
ANALYSIS:
On April 16, 2025, the City released a Request for Proposals (RFP) for the Diamond Bar Boulevard Roadway Stabilization Project (Project) through the City’s online bidding platform (PlanetBids). Upon closure of the RFP, two (2) proposals were received as follows:
# Firm Name Original Cost Revised Cost
1 IDS Group, Inc. $165,936 $122,568
2 Valued Engineering, Inc. $39,000 $48,500
Staff evaluated the two proposals based on qualifications, relevant experience, approach to scope, and proposed costs. Given the project's significance and the specific design expertise required, the selected consultant must have direct experience with similar projects, and their team must possess the highest level of expertise. Timely service delivery is also crucial.
Following the evaluation of the two proposals, due to the significant price difference and some additional or missing components of the scope of work, both firms were contacted, interviewed, and given the opportunity to revise their proposals to meet the project's needs.
Value Engineering, Inc.’s initial proposal lacked components of the scope of work, similar projects, and team resumes related to key components of the project, including structural design. Although the firm’s revised proposal attempted to meet some of those requirements by including a structural engineer sub-consultant, the final result was not as expected due to a lack of similar public projects and the general responsiveness of the project team. It was determined that the Value Engineering, Inc.’s proposal, while lower in cost, did not demonstrate the same level of responsiveness or alignment with the City's expectations for professional services needed for this project.
IDS Group, Inc.’s (IDS) initial proposal was both comprehensive and responsive, clearly understanding the project’s technical requirements, including geotechnical and structural design. Its team has extensive experience with similar public infrastructure repair projects and includes the necessary licensed professionals. The team features seasoned structural engineers with relevant project experience, and their geotechnical subconsultant previously worked on a comparable project for the City (Diamond Bar Community Center Slope Stabilization Project) with successful results.
After the interview, IDS revised its proposal to remove or reduce some of the services that staff identified as unnecessary. Some modifications include the reduction of the land surveying area and right-of-way tasks. Following the negotiation of a reduced-cost proposal, it was concluded that IDS is well-positioned to deliver this Project efficiently and in alignment with the City’s expectations. Staff conducted reference checks with other agencies and received positive feedback on IDS’s performance, quality of work, and ability to meet deadlines.
Based on a thorough evaluation of the proposals, IDS Group, Inc. is recommended as the best overall value and in the best interest of the City. Consistent with Diamond Bar Municipal Code Section 3.24.070(a), contracts for professional services shall be awarded on the basis of demonstrated competence and professional qualifications necessary for the satisfactory performance of services at the best overall value to the city, and shall not be awarded solely based on the lowest cost.
LEGAL REVIEW:
The City Attorney has reviewed and approved the Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.14.a Agreement with IDS Group, Inc.