TITLE:
Receive Report and Consider Adoption of City Council Resolution Approving Professional Services Agreement with Lumos & Associates to Provide Design and Engineering Services for the 2025 Pavement Preservation Project, City Project No. PWP-00132, and Authorizing City Manager to Execute Contract (Amount Not to Exceed $222,941.00) ISSUE:
On March 29, 2024, four (4) civil engineering consulting firms submitted proposals for engineering and design services for the 2025 Pavement Preservation Project. The Public Works Department reviewed the proposals and recommends that Lumos & Associates be selected as the design engineering firm for the project. All proposals were timely. This firm is well qualified to perform the work and the base proposal cost submitted is in line with the design budget in the 23/24 Fiscal Year Capital Improvement Program.
ANALYSIS:
The Public Works Department and City Council identified the 2025 Pavement Preservation Project in the 2023/2024 FY CIP budget. This scope of work was reviewed and approved by the City Council on February 26, 2024, before the release of the Request for Proposals (RFP). This project proposes pavement preservation techniques like seal coats and micro-surfacing be applied to over 6 miles of City Streets. The prioritization of work on this project is the performance of the preservation maintenance locations first and then the inclusion of the locations requiring rehabilitation second as funds allow. The selected locations are based on scenarios identified in the “City of Fort Bragg – 2021 Pavement Management Program Update.” All locations are based on priority needs, resources, and funding, as a result, project limits may be subject to change during design, after the recommendations produced by the technical memorandum are considered.
Proposals were received from R.E.Y. Engineers, Whitchurch Engineering, Tall Tree Engineering, and Lumos & Associates. A matrix comparing and summarizing the proposals is included in Attachment 2 to this report. Three of the four proposals provided what staff perceive to be an adequate level of service at an appropriate cost. A review of the content and quality of the submittals made it clear to staff, that Lumos & Associates’ proposal clearly understands the scope of work, incorporated several value engineering elements not suggested by other firms, and was a stand out amongst the proposals received. Staff feels strongly that Lumos Associates’ organized proposal, concise timeline for design completion, proposed value-added extras, QA/QC, and their extra diligence in pre-proposal research about this project shows their commitment to delivering the City a successful project.
RECOMMENDED ACTION:
Adopt City Council Resolution Approving Professional Services Agreements with Lumos & Associates to Provide Design Services and Construction Documents for the 2025 Pavement Preservation Project, PWP-00132, and Authorizing City Manager to Execute Contract (Amount Not to Exceed $222,941.00).
ALTERNATIVE ACTION(S):
Adopt Resolution approving Professional Services Agreement with Alternate Design Firm, to Provide Design and Engineering Services for the 2025 Pavement Preservation Project, City Project No. PWP-00132; or Reject all proposals and solicit a new Request for Proposals (RFPs).
FISCAL IMPACT:
The Design and Engineering portion of this project is budgeted at $230,000 to be expended in the 23/24 Fiscal year. The 24/25 construction project budget is $2,829,634 bringing the total current project budget to $3,059,634. The project is funded with a combination of Local Partnership Program (LPP) dollars ($400,000) and the remaining $2.6 Million with Street Sales Tax.
ENVIRONMENTAL ANALYSIS:
There is little to no anticipated increase in Greenhouse gas emissions associated with the Design Engineering portion of this project. The Project is exempt under the California Environmental Quality Act (“CEQA”) and Title 14, the California Code of Regulations (“CEQA Guidelines”), Sections 15301(c) a categorical exemption for projects on existing highways and streets that do not create additional automobile travel lanes.
CONSISTENCY:
This project is consistent with the City’s Capital Improvement Plan (CIP) budget for street repair. The primary funding source for this project is Special Street Sales Tax. This City’s Special Street Sales Tax makes Fort Bragg a “Self-Help” City under the Road Maintenance and Repair Act (RMRA), which entitles us to the additional $400,000 in LPP state funds for this project. The proposed use of Special Street Sales tax & LPP dollars is consistent with their intended use for repairing, maintaining, and reconstructing City streets and underlying infrastructure.
IMPLEMENTATION/TIMEFRAMES:
Project design engineering is scheduled for this summer and fall. Once designed, the project will be released for bid in winter 2024 in preparation for construction in 2025.
ATTACHMENTS:
Resolution to Approve Professional Services Agreement with Lumos & Associates RFP Response Matrix
Excerpt from Lumos & Associates Proposal
NOTIFICATION:
Garrett McLaughlin, PE; Project Manager; R.E.Y. Engineers, Inc.
Aaron Brusatori, PE; Project Manager; Lumos & Associates Jeffrey Laikam, PE; Whitchurch Engineering
Susanne Loutsis, PE; Tall Tree Engineering
AGENDA ITEM NO. XX
AGENCY: City CouncilMEETING DATE: April 22, 2024DEPARTMENT: Public WorksPRESENTED BY: C. O’NealEMAIL ADDRESS: [email protected] AGENCY: City CouncilMEETING DATE: April 22, 2024DEPARTMENT: Public WorksPRESENTED BY: C. O’NealEMAIL ADDRESS: [email protected] AGENCY: City Council
MEETING DATE: April 22, 2024
DEPARTMENT: Public Works
PRESENTED BY: C. O’Neal
EMAIL ADDRESS: [email protected]
AGENCY: City Council
MEETING DATE: April 22, 2024
DEPARTMENT: Public Works
PRESENTED BY: C. O’Neal
EMAIL ADDRESS: [email protected]
AGENDA ITEM SUMMARY