City Council Agenda Report
December 5, 2023
TO: Honorable City Council
FROM: Jesus M. Gomez, City Manager
BY: Glen W.C. Kau, P.E., Director of Public Services/City Engineer Mario Mera, Engineering Division Manager
SUBJECT: RESOLUTION NO. 23-73 - BUDGET AMENDMENT - AWARD CONTRACT FOR
ENGINEERING DESIGN AND CONSTRUCTION SUPPORT SERVICES FOR PROJECT NO. 7920, LOCAL STREET REHABILITATION ZONES 4 & 31 AND PROJECT NO. 7934, LOCAL STREET REHABILITATION ZONE 7
Background:
The City Local Streets Rehabilitation Program identifies areas within the City (Zones) where road repairs will be performed using Measure M, Measure R, Road Maintenance and Rehabilitation Account (RMRA), and Street Renovation funds. The selected Year 3 projects qualify for Street Renovation funding.
The Year 1 Projects, Capital Improvement Program (CIP) Project Nos. 7924, 7925, and 7926 have been completed and closed-out. The Year 2 Projects, CIP Project Nos. 7927, 7928, and 7929 are currently completing the last phase of roadway rehabilitation and upgrades with completion planned for February 2024. To initiate the Year 3 efforts, on November 8, 2023, staff added Project No. 7934 and solicited proposals for engineering design and construction support services for it, Zone 7 and Project No. 7920 for Zones 4 and 31. Attachments A-1 thru A-4 show the Year 3 pavement zones. The length of roadway work is 12.99 miles.
To address resource needs, staff solicited a request for qualifications (RFQ No. 23-705) in October 2022. City Council approved 19 consulting firms on February 21, 2023 and May 2, 2023 to establish an on-call services prequalified list. Consultants were deemed qualified if their proposal met minimum requirements; were ranked based on their expertise, previous experience, resource availability, project work type; services offered and staff augmentation availability.
City Council December 5, 2023
Project Nos. 7920 and 7934 – Local Street
Rehabilitation for Zones 4, 7, and 31 – Resolution No.
23-73
Page No. 2
7 1
7 On November 8, 2023, Engineering Work Order No. 1 was solicited to three of the prequalified consulting firms with the necessary subject expertise, licenses, resources and certifications to provide the requested services.
Table 1: Project Work Scopes
Project
Description
Local Street Rehabilitation Program:
Project No. 7920 Zones 4 and 31
Project No. 7934 Zone 7
Engineering Design Services
Requested
Services
Engineering Design services, development of
construction documents in preparation for
solicitation of construction services, bidding process
support, and construction engineering support
services
Project
Duration Design Services: 5 months
On November 13, 2023, staff received responses from three consultants shown per Table 2.
Proposals were evaluated and ranked based on qualifications-based selection criteria considering experience demonstrated with similar work scopes and key staff assigned.
Consulting fees reflect their individual rate sheets as submitted under RFQ No. 23-705.
Table 2: Engineering Work Order No. 1 – Proposals Received JMD, Inc. $754,350 (Lump Sum)
Kimley-Horn and Associates, Inc. $873,670 (Lump Sum)
Transtech, Inc. $441,075 (Hourly basis)
Submittals were reviewed by staff and determined that proposals from JMD, Inc. (JMD) and Kimley–Horn and Associates, Inc. (K-H) were responsive to the work scopes for the respective projects as presented in Table 1: Project Work Scopes. Additionally, both firms JMD and K-H provide lump-sum proposals whereas Transtech, Inc., provided an initial proposal to be billed on the basis of actual hours worked. Staff recommends to award a Professional Services Agreement to JMD at lump sum cost for services of $754,350 for the provision of engineering design and construction support services as requested in Engineering Work Order No. 1 (above).
City Council December 5, 2023
Project Nos. 7920 and 7934 – Local Street
Rehabilitation for Zones 4, 7, and 31 – Resolution No.
23-73
Page No. 3
7 1
7 Per RFQ No. 23-705, recommendations for agreement award for services will be for an initial term of two years, regardless of individual project duration. Agreement terms will also incorporate the option to extend for two additional one-year term extensions, if agreeable to both parties. Funding of contract agreements will be presented to City Council for recommendation and approval for each service requested.
Fiscal Impact:
Funding is available per the approved Fiscal Year 2023/24 CIP budget and will be programmed into Fiscal Year 2024/25 budget. CIP budgets are part of the approved budgeting process.
Respective funds involved for the CIP are from various sources such as Measures M and R, Proposition C, and Street Renovation Fund for streets and traffic related projects. Appropriate funding sources will be identified, recommended and assigned to specific on-call services prior to award of contracts.
The Zones that are planned for design completion in Year 3 of the Local Street Rehabilitation Program and their associated design costs and funding sources are as follows:
Year CIP – Zone Design Fee RMRA (SB1)
Fund
Street
Renovation
Fund
3 Project 7920 – Zone 4 $235,313 $235,313
3 Project 7934 – Zone 7 $208,891 $208,891
3 Project 7920 – Zone 31 $310,146 $310,146
Total $545,459 $545,459 $208,891
No General Fund monies will be used.
Citizens Advised:
N/A
Strategic Plan 2023 Implementation:
The recommended action will further the City’s Strategic Plan Goal 2: Work in Partnership with Our Community to Achieve Safe and Livable Neighborhoods; Objective 1 - Re-invest in existing aging infrastructure.
Recommended Action:
City Council December 5, 2023
Project Nos. 7920 and 7934 – Local Street
Rehabilitation for Zones 4, 7, and 31 – Resolution No.
23-73
Page No. 4
7 1
7 Staff recommends City Council:
a. adopt Resolution No. 23-73, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NORWALK AUTHORIZING AN AMENDMENT TO THE FISCAL YEAR 2023/24
ADOPTED BUDGET TO APPROPRIATE STREET RENOVATION FUNDS TO PROJECT NO. 7934 – LOCAL STREETS REHABILITATION PROJECT DESIGN of ZONE 7, in the amount of $208,891; and
b. award an Agreement to JMD, Inc. for Project Nos. 7934 (Zone 7) and 7920 (Zones 4 and 31) to provide engineering services for design and construction support for Engineering Work Order No. 1 for a term of two years from the date of execution, with the option to extend for two additional one-year term extensions, for an amount not to exceed $754,350; and authorize the City Manager to execute the agreement, authorize the City Manager to approve amendments up to his signature authority, provided there is funding in the budget, on behalf of the City, in a form approved by the City Attorney.
Attachments:
1. Resolution No. 23-73
2. Attachments A-1 thru A-4