TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director
DATE: May 8, 2024
SUBJECT: AWARD OF PROFESSIONAL DESIGN SERVICES
AGREEMENT TO NV5 FOR PREPARATION OF PLANS,
SPECIFICATIONS, AND COST ESTIMATES FOR THE FY
2023-24 ALLEY AND PARKING LOT IMPROVEMENT
PROGRAM PROJECT NO. 23-0532 IN THE AMOUNT OF
$64,930
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
Well-Maintained Infrastructure
BACKGROUND
Beginning with the FY 2022-23 budget, the City Council adopted the Alley and Parking Lot Improvement Program. This program is intended to reconstruct and rehabilitate the twenty (20) alleyways and seven (7) parking lots that are owned by the City, many of which have been classified as “poor” or “very poor” condition in the most recent Pavement Condition Assessment. The next step in this program is to retain the services of an engineering consultant to prepare the design plans, specifications, and cost estimates for the first project. Due to their heavy use, staff has included the two parking lots on the northwest and northeast corners of Huntington Drive and San Marino Avenue/Sierra Madre Boulevard, respectively, as well as the alleyways between Ridgeway Road and Winston Avenue near San Marino High School in the FY 2023-24 Alley and Parking Lot Improvement Program Project. These parking lots and alleys are among the most frequently used and in the poorest condition, and are being prioritized for the first year of the program.
Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
DISCUSSION
On January 31, 2024, the Department invited qualified, interested firms via the City’s electronic procurement platform to submit proposals for professional civil engineering services to prepare design plans, specifications and cost estimates for the FY 2023-24 Alley and Parking Lot Improvement Program Project.
The City received four proposals for the engineering and design of the project on February 28, 2024. California Government Code 4526 prescribes selection of architectural and engineering services to be based on demonstrated competence and professional qualifications necessary for the satisfactory performance of the services required and does not authorize the selection of professional architectural and engineering services based on cost. After conducting interviews with all four firms and carefully reviewing the qualifications, experience, and understanding of our scope of work, staff recommends award of a Professional Services Agreement to NV5 in the total amount not to exceed $64,930 for the FY 2023-24 Alley and Parking Lot Improvement Program Project.
NV5 has extensive experience working on capital improvement projects for municipalities, including numerous alley and parking lot improvement projects. Furthermore, they have experience working on projects within multiple smaller, residential communities in both the San Gabriel Valley and throughout the Southern California region. Given their experience level and qualifications, as well as their familiarity with communities of similar size to San Marino, staff believes they are the most well-suited for this project.
The Request for Proposals (RFP) also provided for the optional award of a second task to prepare design plans, specifications and cost estimates for the FY 2024-25 Alley and Parking Lot Improvement Program Project. Pending adoption of the FY 2024-25 capital improvement plan budget and satisfactory performance by NV5, staff will return to City Council in the Fall with a contract amendment for this additional scope of work after the FY 2023-24 Alley and Parking Lot Improvement Program Project has been advertised for bid.
FISCAL IMPACT & PROCUREMENT REVIEW
The adopted FY 2023-24 capital improvement plan budget includes $500,000 for both the design and construction phases of the work.
ESTIMATED FUNDING SOURCES FOR FY 2023-24 ALLEY AND PARKING
LOT IMPROVEMENT PROJECT
Fund 207 – Prop A
$87,500
Fund 394 – Capital Construction
$412,500
ESTIMATED TOTAL FOR FY 2023-24
$500,000
The cost for NV5’s design work for this project is $64,930. Sufficient funds are available in the project account to complete this portion of the work. The Finance Director has reviewed the staff report for compliance with San Marino Municipal Code §02.06.05.B.5.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends that the City Council award a Professional Services Agreement to NV5 in the amount of $64,930 to prepare design plans, specifications, and cost estimates for the FY 2023-24 Alley and Parking Lot Improvement Program Project. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to award a Professional Services Agreement to NV5 for design services including the preparation of plans, specifications and cost estimates for the Fiscal Year 2023-24 Alley and Parking Lot Improvement Program Project No. 23-0532 in an amount not to exceed $64,930 and authorize the City Manager to execute the agreement on behalf of the City.”
ATTACHMENTS
1. Map of FY 2023-24 Parking Lots and Alleys
2. Draft Professional Design Services Agreement with NV5
3. Proposal from NV5