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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Award of Professional Services Agreement (PSA) for Professional Engineering Services for Colorado Street Multi-Modal Improvements Project 1) Motion authorizing the City Manager or a designee to enter into and execute a PSA with Kimley-Horn and Associates, Inc., to provide Professional Engineering Services for the Colorado Street Multi-Modal Improvements Project in the amount of $842,680.
2) Motion executing a change order to contract 8001367 with Elecnor Belco Electric, Inc. for fiber optic upgrades, increasing the contract amount by $350,000, and authorizing the City Manager or his designee to execute the contract change order.
COUNCIL ACTION
Item Type: Consent Calendar
Approved for April 16, 2024 calendar
EXECUTIVE SUMMARY
A PSA is needed for a consultant to provide professional engineering services for the Colorado Street Multi-Modal Improvements Project, a critical Capital Improvement Program (CIP) project in the city. The consultant will complete the design plans, specifications, and estimates needed to advertise and award a construction contract for this project and assist in as-needed bidding and construction support services.
Following a Request for Proposals (RFP) process, the consulting team of Kimley-Horn and Associates, Inc. (KHA), is recommended to perform the work for the Colorado Street Multi-Modal Improvements Project. The proposed PSA with KHA will cost $842,680.
Moreover, fiber optic upgrades are required on this project, and staff is recommending a change order to increase the existing as-needed fiber optic design and installation services contract No. 8001367 with Elecnor Belco Electric, Inc. by $350,000. 2{{section.number}}b
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RECOMMENDATION
1) Approve the motion authorizing a PSA with Kimley-Horn and Associates, Inc. to provide Professional Engineering Services for the Colorado Street Multi-Modal Improvements Project (Request for Proposals (RFP) #PWA 2023-010) in the amount of $842,680.
2) Approve the motion executing a change order to contract 8001367 with Elecnor Belco Electric, Inc. for fiber optic upgrades, increasing the contract amount by $350,000 for fiber optic upgrades.
ANALYSIS
The Public Works Department (PWD) maintains a robust CIP that is guided by the latest version of multiple action plans accepted or adopted by the city, such as the Pavement Management Program (PMP), Pedestrian Plan, and Bicycle Master Plan.
The Colorado Street Multi-Modal Improvements Project is included in the upcoming CIP because it is one of the critical corridors included in the Pedestrian Plan for pedestrian safety improvements, and the roadway is due for preventative maintenance and rehabilitation.
The project will construct new ADA compliant curb ramps, curb bulb-outs, concrete bus pads, and creative crosswalks; remove and replace damaged asphalt and concrete pavements, including streets, sidewalks, curbs and gutters, driveways, and cross gutters; plant trees in empty and new tree wells to provide continuous shading; and install new traffic striping, pavement markings and signage. A map showing the project location is attached in Exhibit 1.
Furthermore, as part of this project, a Traffic Corridor Study (TCS) will be completed before any design plans are prepared to study the existing conditions of the roadway segments, including the lane configurations and pedestrian and bikeway facilities, and recommend at least two design alternatives that will be shared with the community and city for discussion and final decision to then progress to the construction document phase. The TCS will study the feasibility of modifying turn lanes, implementing new bicycle facilities, installing raised medians, conducting a level of service and vehicle miles traveled analyses, and parking utilization analysis.
To ensure proper design and construction documents, staff recommends using a professional engineering services firm. In order to hire the most qualified consultant, an RFP was issued on August 30, 2023, for Professional Engineering Services for this project. To further ensure competitive proposals, the city advertised the project on the City Website and multiple plan holder websites which ultimately were distributed to the extensive network of consultant, contractor, and construction industry contacts.
On October 6, 2023, the city received four proposals from Infrastructure Engineers, Kimley-Horn, Mark Thomas and David Evans and Associates, Inc. for the Colorado Street Multi-Modal Improvements Project under RFP # PWA 2023-010. 3{{section.number}}b
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An evaluation team of staff from PWD reviewed the proposals. The proposals were all ranked based on the following criteria: proposer’s experience, measurable and trackable results, quality of submittal, and best value. All the proposers for each project were then interviewed.
Based on the combination of written submittals and the results of the interviews, the Kimley-Horn and associates, Inc. team was determined to be the top ranked firm for the Colorado Street Multi-Modal Improvements Project. Staff then held a negotiation conference with the consultant and were successfully able to reduce their proposed cost from $907,913 to $842,680, which translates to a seven percent reduction, without any modifications to the required scope of services.
Kimley-Horn’s primary responsibilities will include pre-design development plans, design development plans, public outreach, and as-needed bidding and construction support assistance.
Kimley-Horn has recent experience on a variety of public works projects of similar scope and cost. They have successfully delivered similar projects for the City of Glendale as well as cities of Los Angeles, Culver City, Thousand Oaks, Santa Clarita, and Burbank.
They also completed numerous projects in southern California and Los Angeles County.
City staff checked Kimley-Horn’s references which were all positive.
The construction cost for the project is anticipated at approximately $12,000,000. The expected range for professional engineering services for these types of projects is 7 to 10 percent of the total construction cost. The proposed cost by the consultant, $842,680, is approximately seven percent of the construction cost, which is well within the acceptable range of industry standards.
PWD was successful in obtaining State Active Transportation Program funding from the Cycle 6 Call for Applications, and Colorado Street was one of the corridors to obtain a cumulative $10 million in grant funds for construction. Furthermore, staff was also successful in obtaining Measure R Sub-regional funding for the fiber optic infrastructure upgrades.
The existing as-needed contract for On-Call Fiber Optic Testing, Design, Installation, and Maintenance Services does not have sufficient funds to complete the necessary upgrades to the Colorado Street Multi-Modal Project. To make sure the project is constructed within the proper timeline, staff is recommending increasing the existing contract No. 8001367 by $350,000 via a change order. The on-call contract with Elecnor Belco Electric, Inc. was approved by City Council on June 29, 2021, respectively, and Elecnor Belco Electric, Inc. is determined to be the most qualified to perform the fiber optic upgrades on this project as the work is within the citywide scope of their on-call contract.
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STAKEHOLDERS/OUTREACH
Active participation and feedback from various stakeholders and the public are critical to successfully implementing the Colorado Street Multi-Modal Improvements Project. PWD will organize two community meetings or open house events for the public to participate in. The first meeting will occur before the design phase begins, aiming to collect feedback on various elements needed along the corridor. The information collected, along with recommendations from the latest version of various master plans, will be considered as we move forward to begin the design phase and develop various alternatives. After developing various alternatives for the corridor, a second community engagement will be conducted to present the proposed developments to the public and receive feedback on the design alternatives.
Ultimately, the proposed alternatives and the results of the outreach feedback will be presented to the Transportation and Parking Commission for their recommendation and then to the City Council for final selection of a proposed alternative. After the approval of the selected alternative, the project will move to the preparation of the final project plans, specifications, and cost estimate.
To effectively engage the community and raise awareness about the project, the consultant will utilize various tools and activities. These include developing a unique branding identity for the project, which will be used across all communication materials to create recognition and awareness. A dedicated webpage will serve as a central hub for project information, featuring interactive maps, project timelines, and the project manager’s contact information. Additionally, a StoryMap platform will provide a user- friendly way to explore project details and alternatives. To provide a quick overview of the project, a fact sheet will be created, summarizing key elements and contact information.
In order to gather feedback from the public, the consultant will conduct various surveys at different stages of the plan's development. These surveys will raise awareness about the project, gather information about public expectations for the project, and capture opinions on various aspects of the proposed alternatives. Door-to-door canvassing will be conducted to engage with residents and businesses directly, informing them about the project and encouraging participation in surveys and meetings. The city will also hold briefings with key stakeholders to provide them with an overview of the project and what will be discussed at the community meetings. Furthermore, a series of Eblast campaigns will be deployed to distribute information and reminders about the project.
Recognizing the diversity of the community, the PWD is committed to conducting outreach in multiple languages, including English, Armenian, and Spanish.
In conclusion, this comprehensive outreach strategy aims to ensure proper community engagement and inclusivity throughout the various stages of the project, hoping to create a transparent and collaborative process for the successful execution of the project.
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FISCAL IMPACT
The overall design development phase for the Colorado Street Multi-Modal Improvements Project will cost $842,680 and the fiber optic installations will cost $350,000, both of which was approved as a part of the FY 2023-24 budget. No new appropriation is being requested at this time. Upon completion of the project plans and successful advertisement of the project, staff will request for appropriation to fund the construction phase of the project. The City Council approved funding for this project is outlined below:
Existing Appropriation
Amount Account String Funding Source
$ 842,680 GL: 43110-4011-PWD-0020-P0000
PL: PWD00831BN
Measure S CIP Fund
$ 350,000 GL: 52100-2550-PWD-0020-P0000
PL: PWD00679AG
Measure R-Regional Return
Fund
ENVIRONMENTAL REVIEW
Not applicable for this report
CAMPAIGN DISCLOSURE
The names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than 10 percent interest in the company proposed for contract in this Agenda Item Report are attached in Exhibit 2, in accordance with the City Campaign Finance Ordinance No. 5744.
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: Do not approve the motion authorizing a Professional Services Agreement for Professional Engineering Services for the Colorado Street Multi-Modal Improvements Project or a change order for fiber optic installation services. Doing so, however, will not improve the condition of the city’s streets and fiber infrastructure, and pedestrian and traffic safety will not be improved.
Alternative 2: The City Council may consider any other alternative not proposed by staff. 6{{section.number}}b
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ADMINISTRATIVE ACTION
Submitted by:
Daniel Hernandez, Interim Public Works Director
Prepared by:
Huang Zheng, P.E., Civil Engineer II
Armen Avazian, P.E., Principal Civil Engineer
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS / ATTACHMENTS
Exhibit 1: Colorado Street Multi-Modal Improvements Project Location Map Exhibit 2: Kimley-Horn and Associates, Inc. Campaign Disclosure Forms Exhibit 3: Bowman Infrastructure Engineers Ltd. Campaign Disclosure Forms Exhibit 4: David Evans and Associates, Inc. Campaign Disclosure Forms Exhibit 5: Mark Thomas & Company, Inc. Campaign Disclosure Forms