Report to Mayor and City Council
Tuesday, August 20, 2019
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF A CONTRACT SERVICES AGREEMENT WITH WILLDAN ENGINEERING TO UPDATE AND COMPLETE THE PROJECT PLANS, SPECIFICATIONS AND ESTIMATES FOR PROJECT NO. 1606: 223RD STREET PAVEMENT REHABILITATION FROM WILMINGTON AVENUE TO THE EAST CITY LIMIT (CITY COUNCIL)
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I. SUMMARY
Project No. 1606 (formerly known as Project No. 1003): 223rd Street Pavement Rehabilitation from Wilmington Avenue to the east City limit is listed as the City’s next SB-1 project. This project will be funded by the Road Maintenance and Rehabilitation Account (RMRA) funds authorized by the California Transportation Commission (CTC) for FY 2019/20 (Exhibit No. 1). Additional Measure R funding from Metropolitan Transportation Authority (MTA) is also anticipated to fund the construction phase of the project.
The plans, specifications, and estimates (PS&E) for this project were substantially completed by Willdan Engineering, Inc. in 2008, under Project No. 1003: 223rd Street construction between Lucerne Street and Alameda Street; however, the project was not at that time implemented due to lack of available funding.
The PS&E needs to be updated to redefine the project limits based on the existing Pavement Condition Index (PCI) and the available funding.
Instead of amending the original contract with Willdan Engineering, which expired in 2011, the City Attorney’s office recommended that a new contract (Exhibit No. 2) be prepared using the City’s updated contract form.
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II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE a Contract Services Agreement with Willdan Engineering, to update and complete the project Plans, Specifications and Estimates for Project No. 1606: 223rd Street Pavement Rehabilitation from Wilmington Avenue to the east City limit for a not to exceed fee of $36,300.00.
2. AUTHORIZE the expenditure of design contingency, if necessary, in the amount of $3,630.00 (10%) for any additional work that may be required to update and complete the PS&E for this project.
3. AUTHORIZE the Mayor to execute the Contract Services Agreement following approval as to form by the City Attorney.
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III. ALTERNATIVES
1. DO NOT APPROVE the Contract Services Agreement.
2. TAKE another action the City Council deems appropriate and consistent with the requirements of the law.
IV. BACKGROUND
Project No. 1606 (formerly known as Project No. 1003): 223rd Street Pavement Rehabilitation from Wilmington Avenue to the east City limit is one of the City’s Capital Improvements Program (CIP) projects adopted for FY2019/20 (Exhibit No.3). This project is listed as the City’s next SB-1 project funded by RMRA funds authorized by the California Transportation Commission (CTC). The project will also be funded using Measure R funding authorized by Metropolitan Transportation Authority.
223rd Street is a major east-west four lane arterial truck route zoned for heavy and light industrial land uses. The length of this corridor is 0.7 miles, and the project will reconstruct the failing roadway section of the street with a PCI of 26, as recommended in the Pavement Management Study that was completed in 2017.
In 2008, Willdan Engineering, Inc., (Willdan) signed a Contract Services Agreement with the City of Carson to provide technical and engineering services for Project No. 1003 (currently known as Project No. 1606): 223rd Street Construction from Lucerne Street to Alameda Street. This original project was planned to include pavement rehabilitation, widening an unimproved section of the street, concrete removal and replacement, median construction and landscaping. Unfortunately, the project was shelved due to lack of available funding at that time. The decision was also made to defer the implementation of the project until substantial completion of a major public works project at the 405FWY / Wilmington exit in order to avoid construction conflicts and further the associated traffic impacts within the area.
The PS&E for Project No. 1606 needs to be updated to address the existing street condition and adjust the limits of construction given that it has been several years since the original plans and specifications were prepared. Relocation of the existing street light poles owned by SCE needs to be included in the plan to allow widening of the unimproved section on the south side of the street. Furthermore, the plans need to be revised to address the pavement cross slopes and the newly proposed curb and gutter profiles that will run approximately 1,100 lineal feet within the widening area.
Staff sent a Request for Proposal to Willdan for the update and completion of PS&E. Willdan submitted a fee proposal of not to exceed $36,300.00. Instead of amending the original 2008 contract with Willdan which expired in 2011, the City Attorney’s office recommended that a new contract be prepared.
Although the City has on call consultants available to provide similar technical services, it is more effective to retain the services of Willdan for this particular work, given its familarity with the project and its ability to easily update the PS&E using the data and files currently available in its office. Allowing Willdan to provide these services will help expedite the design process more readily than bringing in a new consultant to start from the beginning. Willdan is knowledgeable and qualified to provide the necessary professional services.
The anticipated timeline for this project is as follows:
|
Award of contract to consultant |
August 20, 2019 |
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Complete PS&E |
December 31, 2019 |
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Advertise for construction bids |
January 2020 |
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Bid opening |
February 2020 |
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Award of Construction Contract |
March 2020 |
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Start construction |
April 2020 |
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Complete construction |
August 2020 |
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V. FISCAL IMPACT
No additional appropriation is requested as part of this staff report.
The fee proposal submitted by Willdan for professional services is $36,300.00. The proposed contingency fund for this service is $3,630.00 (10%). The City is projected to receive funding from RMRA in the amount of $1,552,527.00 for FY 19/20.
In addition, MTA recently announced that the City’s application for Measure R funding was approved, which will grant the City additional funding in the amount of $1,000,000. MTA is preparing the agreement which will be provided to the City soon for execution.
Staff is confident that the combined SB1 and MTA funds will be sufficient to cover the design and construction phase of Project No. 1606. The final improvement cost will be determined as soon as the PS&E is completed and construction bids are received. Project funds in the amount of $1,552,527.00 were included in the City’s FY 2019/20 CIP budget under account no: 288-80-820-904-8009. It is also anticipated that additional grant funds totaling $1,000,000 from MTA will be secured before the start of construction.
VI. EXHIBITS
1. Location Map. (pg. 5)
2. Contract Services Agreement. (pgs. 6-36)
3. Resolution No. 19-059 FY-2019-20-SB-1-Project-List (pgs. 37- 39)
Prepared by: Rick Boutros, P.E. , Associate Civil Engineer