Report to Mayor and City Council
Wednesday, March 04, 2020
Consent
SUBJECT:
Title
CONSIDERATION OF A CONTRACT SERVICES AGREEMENT WITH KOA CORPORATION TO PROVIDE ENGINEERING SERVICES TO DESIGN BIKE LANES ON FIGUEROA STREET, MAIN STREET, VICTORIA STREET, AND CARSON STREET - PROJECT NO. 1451 [FEDERAL AID PROJECT NO. HSIPL-5403(025)] (CITY COUNCIL)
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I. SUMMARY
The City of Carson was awarded a Highway Safety Improvement Program (HSIP) grant to design and install bike lanes on various streets throughout the City (Exhibit No.1). This grant provides funds totaling $1,338,400.00 for both the design and construction of bike lanes on Figueroa Street, Main Street, Victoria Street, and Carson Street.
Specifically for the design phase of this project, federal funds from Caltrans in the amount of $143,000 and South Coast Air Quality Management District (SCAQMD) funds of $50,000 are available.
A Request for Proposals (RFP) was issued on October 17, 2019 and responses were due on November 13, 2019. Two conforming proposals were submitted and KOA Corporation (KOA) was the top ranked firm. A contract was prepared and is provided as an attachment (Exhibit No. 2), for a not-to-exceed amount of $164,665.20.
The Caltrans Local Assistance Procedures Manual (LAPM) provides fiscal and federal provisions that are required in all federal-aid funded contracts and the City’s standard form contract was amended significantly to adhere to these requirements.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE a Contract Services Agreement with KOA Corporation for the preparation of construction plans, specifications, and estimates for Project No. 1451 [Federal Aid Project No. HSIPL-5403(025)], for a negotiated fee not-to-exceed $164,665.20.
2. AUTHORIZE the Mayor to execute the contract following approval as to form by the City Attorney.
3. ADOPT Resolution No. 20-046, “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2019-20 BUDGET IN THE GENERAL FUND.”
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III. ALTERNATIVES
TAKE another action the City Council deems appropriate, consistent with the requirements of the law.
IV. BACKGROUND
Project No. 1451will provide new bike lanes on four major streets in Carson:
1. Figueroa Street from Victoria Street to south city limit.
2. Main Street from north city limit to south city limit.
3. Victoria Street from Figueroa Street to east city limit (portion of roadway shared with the City of Compton).
4. Carson St. from I-405 to east city limit.
The project is primarily funded by a federal grant that is administered by Caltrans.
Staff solicited proposals from qualified firms to provide the necessary professional engineering services. Two firms submitted proposals which staff screened, reviewed, evaluated, and scored using the solicitation criteria.
The evaluations and rankings were performed without regard to the consultant fee in accordance with Section 4526 of the Government Code which states, in part, “... selection by a state or local agency head for professional services or private architectural, engineering, land surveying, or construction project management firms shall be on the basis of demonstrated competence and on the professional qualifications for the satisfactory performance of the services required.” This section was written into the Government Code to prevent selection of consultants based solely on fees.
The proposals were ranked as follows:
|
Ranking |
Consultant/Firm Name |
Location |
|
1 |
KOA Corporation |
Orange, CA |
|
2 |
TJKM Transportation Consultants |
Pleasanton, CA |
Staff determined that KOA was the most knowledgeable, most qualified and most responsive firm.
KOA will have six months from the notice to proceed to complete the scope of work as outlined in the contract and work plan. Coast Surveying is a sub consultant to KOA and they will perform the associated aerial surveys.
In addition to the typical engineering work that occurs on roadway projects (project management/administration and preparation of the plans, specifications, and estimates (PS&Es)), KOA will need to provide funding administration support, coordinate with other agencies, and provide construction support services. It should also be noted that per the City’s approved Bike Master Plans, road diets are proposed on segments of Figueroa Street and segments of Carson Street, and KOA will be required to conduct traffic studies to determine the feasibility of this proposal.
As part of their work plan, KOA will also be required to hold two community workshops and present their finding and recommendations to the City Council for consideration.
The accomplished and anticipated timeline for this project is as follows:
|
Release RFP |
Complete |
|
Evaluate Technical Proposals |
Complete |
|
Award Consultant Contract |
March 4, 2020 |
|
Issue PO / Notice to Proceed |
May 2020 |
|
Complete PS&Es |
Six months from the Notice to Proceed |
|
Caltrans ROW Certification & Arrange for material testing (if needed) |
Nov. 2020 |
|
Caltrans issuance of authorization to proceed with construction (E-76) |
January 2021 |
|
City Council Approval of PS&E |
February 2021 |
|
Advertise for Construction Bids |
March 2021 |
|
City Council Award of Contract |
April 2021 |
|
Construction |
May - October 2021 |
|
Accept Project as Complete / Project Close-out |
November - December 2021 |
V. FISCAL IMPACT
A Program Supplement Agreement with Caltrans was previously executed and provides the mechanism for the City of Carson to be reimbursed by Caltrans for an amount not-to exceed $143,900.00.
AB2766 funds in the amount of $50,000.00 have already been budgeted.
Approval of Resolution No. 20-046 is an administrative function that allows the Finance Department to transfer funds between accounts (Exhibit No. 3).
VI. EXHIBITS
1. Location Map (pg.5).
2. Contract Services Agreement with KOA Corporation (pgs. 6- 62).
3. Resolution No. 20-046 (pg. 63-64).
Prepared by: Reata Kulcsar, Sustainability Administrator - Utilities