Report to Mayor and City Council
Tuesday, January 12, 2021
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF A CONTRACT SERVICES AGREEMENT WITH ADVANTEC CONSULTING ENGINEERS, INC. TO PROVIDE TRAFFIC SIGNAL DESIGN SERVICES TO PREPARE THE PLANS, SPECIFICATIONS, AND ESTIMATES (PS&E) FOR UPGRADING TRAFFIC SIGNALS AT SIX (6) INTERSECTIONS - PROJECT NO. 1649 [FEDERAL AID PROJECT NO. HSIP-5403(030)] (CITY COUNCIL)
Body
I. SUMMARY
The City of Carson was awarded a Highway Safety Improvement Program (HSIP) grant to upgrade traffic signals at six (6) intersections (Exhibit No.1). This grant provides federal funds totaling $1,720,890.00, and local matching funds are in the amount of $191,210.00 for both the design and construction of traffic signal upgrades. These improvements include upgrading traffic signal systems, including but not limited to: new signal poles and heads; traffic signal controller cabinets, electrical service, detectors, pedestrian crossing equipment (including countdown signal heads and Audible Pedestrian Signal (APS); ADA curb ramps; signal hardware; LED safety lighting; left-turn signal phases; bike detection; and traffic signage, striping, and pavement markings. The six intersections are:
• Avalon Boulevard at Victoria Street
• Main Street at Sepulveda Boulevard
• Main Street at 220th Street
• Main Street at 223rd Street
• Figueroa Street at 223rd Street
• Figueroa Street at Torrance Boulevard
A Request for Proposals (RFP) was issued on August 27, 2020 and responses were due on September 23, 2020. Seven conforming proposals were submitted and ADVANTEC Consulting Engineers, Inc. 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 $169,537.00.
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 ADVANTEC Consulting Engineers, Inc. for the preparation of construction plans, specifications, and estimates for Project No. 1649 [Federal Aid Project No. HSIP-5403(030)], for a negotiated fee of not-to-exceed $169,537.00.
2. AUTHORIZE the Mayor to execute the contract following approval as to form by the City Attorney.
3. ADOPT Resolution No. 21-001, “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2020-21 BUDGET IN THE GENERAL FUND.”
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III. ALTERNATIVES
1. DO NOT APPROVE the Contract Services Agreement with ADVANTEC Consulting Engineers, Inc.
2. TAKE another action the City Council deems appropriate, consistent with the requirements of the law.
IV. BACKGROUND
Project No. 1649 will provide upgrades to traffic signals at the following six (6) intersections: Avalon Boulevard at Victoria Street, Main Street at Sepulveda Boulevard, Main Street at 220th Street, Main Street at 223rd Street, Figueroa Street at 223rd Street, and Figueroa Street at Torrance Boulevard in Carson. 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. Seven submitted proposals which staff screened, reviewed, evaluated, and scored using the selection criteria required under the LAPM.
Implementing the Brooks Act (40 USC, Section 1104), the LAPM requires local agencies to award federally funded engineering and design related contracts based on fair and open competitive negotiations, demonstrated competence, and professional qualifications (23 Code of Federal Regulations (CFR), Part 172), at a fair and reasonable price (48 CFR 31.201-3).
Cost proposals submitted to the local agency must be sealed and must not be included as a criterion for rating such consultants. After ranking, cost negotiations may begin with the most qualified consultant and only their cost proposal will be opened. Should negotiations fail or result in a price that the local agency does not consider fair and reasonable, negotiations must be formally terminated and the local agency must then undertake negotiations with the second most qualified consultant.
If the negotiations with the second most qualified firm are not successful, negotiations must be formally terminated and the local agency must then undertake negotiations with the third most qualified consultant, and so on, until the price is determined to be fair and reasonable by the local agency.
The evaluations and rankings for Project No. 1649 were performed in accordance with the LAPM, as described above, without regard to the consultant fee.
The proposals were ranked as follows:
|
Ranking |
Consultant/Firm Name |
Location |
|
1 |
ADVANTEC Consulting Engineers, Inc. |
Los Angeles, CA |
|
2 |
CNC Engineering |
City of Industry, CA |
|
2 |
Kimley-Horn and Associates, Inc. |
Los Angeles, CA |
|
4 |
Dokken Engineering |
San Diego, CA |
|
5 |
JMDiaz, Inc. |
City of Industry, CA |
|
6 |
Econolite Systems, Inc. |
Anaheim, CA |
|
7 |
Intueor Consulting, Inc. |
Irvine, CA |
Staff determined that ADVANTEC Consulting Engineers, Inc. was the most knowledgeable, qualified, competent, and responsive firm. Its proposed cost is also fair and reasonable. The contract sum of $169,537 set forth in the proposed contract has already been negotiated down by City staff and ADVANTEC from the $182,621.55 amount contained in ADVANTEC’S original cost proposal.
ADVANTEC Consulting Engineers, Inc. will have six months from the notice to proceed to complete the plans, specifications and estimates (PS&E). CL Surveys & Mapping, Inc., Bess Testlab, Inc., and Counts Unlimited, Inc. are sub consultants to ADVANTEC Consulting Engineers, Inc., and they will perform the associated topographic survey and right-of-way engineering, potholing services, and traffic data collection services, respectively.
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)), ADVANTEC Consulting Engineers, Inc. will provide funding administration support, coordinate with other agencies, and provide construction support services. The completed and anticipated timeline for this project is as follows:
|
Release RFP |
Complete |
|
Evaluate Technical Proposals |
Complete |
|
Award Consultant Contract |
January 12, 2021 |
|
Issue PO / Notice to Proceed |
February 2021 |
|
Complete PS&Es |
Six months from the Notice to Proceed |
|
Caltrans ROW Certification & Arrange for material testing (if needed) |
October 2021 |
|
Caltrans issuance of authorization to proceed with construction (E-76) |
November 2021 |
|
City Council Approval of PS&E |
January 2022 |
|
Advertise for Construction Bids |
March 2022 |
|
City Council Award of Contract |
April 2022 |
|
Construction |
May - December 2022 |
|
Accept Project as Complete / Project Close-out |
By January 31, 2023 |
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 $169,537.00.
Approval of Resolution No. 21-001 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 ADVANTEC Consulting Engineers, Inc. (pgs. 6- 74).
3. Resolution No. 21-001 (pg. 75-76).
Prepared by: Gilbert Marquez, City Engineer and Ryan Kim, Traffic Engineer