City Council Agenda Report
Meeting Date: April 15, 2025
From: Daniel S. Wall, P.E., Director of Public Works
Department: Public Works
Submitted by: Hannia Contreras, Administrative Assistant Subject
Professional Services Agreement with JMDiaz, Inc. for District Boulevard Rail Road Grade Crossing Safety Improvements
Recommendation
Approve and authorize the City Administrator to execute a Professional Services Agreement with JMDiaz, Inc., in substantially the same form as submitted, for District Boulevard RR Grade Crossing Safety Improvements for a total amount not-to-exceed $667,307.18, for a three (3) year term.
Background
On October 16, 2023, a Section 130 Grade Crossing Improvement Program, Project No. STPLR130L(303),Caltrans Project ID 0723000155 agreement between the City of Vernon and Caltrans, was executed enabling the City to receive $667,307.18 in federal funds for the Preliminary Engineering for the elimination of hazards at the grade crossing located at the intersection of District Boulevard and Downey Road and the Union Pacific Railroad (UPRR) tracks (Attachment 2).
Pursuant to Vernon Municipal Code (VMC) Section 3.32.080, the Public Works Department issued a Request for Proposals (RFP) to select a firm that could provide the desired engineering services. The RFP for On-Call Civil Engineering Services was issued on November 21, 2024, via the PlanetBids online portal with responses due by December 19, 2024. Two firms submitted proposals in response to the RFP by the specified deadline. After a review of the proposals, it was determined that JMDiaz, Inc. will best meet the needs of the Department based on responsiveness to the RFP, professional qualifications, and experience. As per VMC Section
3.32.090, based on the type of professional services desired, price was not a factor in the determination of the best qualified proposal.
Pursuant to VMC Section 3.32.030 (A), all contracts over $100,000 require City Council approval.
The proposed Professional Services Agreement with JMDiaz, Inc., is not-to-exceed $667,307.18 as that is the maximum amount to be received by the City in federal funds for these improvements. Staff anticipates work will be completed within the timeframe identified in the Caltrans agreement, however the three-year term of the agreement with JMDiaz, Inc. will allow work to continue in case there are any delays in coordinating with the railroad or modifications to the City’s agreement with Caltrans. Therefore, it is recommended that City Council approve and authorize the City Administrator to execute a services agreement with JMDiaz, Inc.
The proposed services agreement has been reviewed and approved as to form by the City Attorney’s Office.
Fiscal Impact
The fiscal impact is not-to-exceed $667,307.18 for the three (3) year term of the Professional Services Agreement. Approval of this action requires a Transfer Out from the General Fund, Public Works Department, Street Maintenance Division, Capital Outlay Account No. 011-040- 430-660000 a Transfer in to General Fund, Federal Grants, Street Maintenance Division, Capital Outlay Account No. 011-595-430-660000 for the current fiscal year and will be budgeted there in subsequent years. The City will receive up to $667,307.18 in federal reimbursements administered through Caltrans for this work.
Attachments
1. Professional Services Agreement with JMDiaz, Inc.
2. Project No. STPLR-130L(303),Caltrans Project ID 0723000155 Agreement