HomeMy WebLinkAboutE-18 Staff Report - Arrow Highway Landscaping Amendment 1 with WilldanCONSENT ITEM
E-18
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ROBERT DELGADILLO, P.E., DIRECTOR OF PUBLIC WORKS/CITY ENGINEER
DATE: MAY 18, 2020
SUBJECT: CONSIDERATION OF A PROFESSIONAL SERVICES AGREEMENT FIRST
AMENDMENT WITH WILLDAN FOR THE ARROW HIGHWAY RAISED MEDIAN
ISLANDS PROJECT NO. HSIPL-5112(019)
SUMMARY:
Willdan is currently preparing the Plans, Specifications, and Estimate (PS&E) for the Arrow Highway
Raised Median Installation Project. This project proposes to increase safety to motorists and pedestrians
by installing raised concrete medians which will reduce the likelihood of head-on and broadside
collisions. The funding from the Highway Safety Improvement Program does not allow for landscaping
improvements and was not previously included in Willdan’s design scope. This action will authorize the
City Manager to amend the professional services agreement with Willdan to include the design of
draught tolerant landscaping utilizing water conservation program funds.
RECOMMENDATION:
Staff recommends the City Council take the following actions:
1)Approve an agreement First amendment in the amount of $32,186, which includes a 10%
contingency for potential change orders, increasing the not-to-exceed amount to $126,258, in a
form acceptable to the City Attorney, on behalf of the City.
2)Authorize the City Manager to execute an agreement amendment with Willdan, in a form
acceptable to the City Attorney, on behalf of the City.
DISCUSSION:
On June 3, 2019, the City Council awarded a professional services agreement to Willdan for the Arrow
Highway Raised Median Installation Project. This project proposes to increase safety to motorists and
pedestrians by installing raised concrete medians which will reduce the likelihood of head-on and
broadside collisions. The project improvements installation of raised medians, pavement rehabilitation,
curb & gutter repairs, sidewalk repairs, and curb ramp upgrades.
APPROVED
CITY COUNCIL
5/18/2020
Agreement Amendment with Willdan
May 18, 2020
Page 2
This project is currently in the design phase. During this process, an opportunity was presented to
include landscaping improvements within the new raised medians. The City will be utilizing water
conservation program funds to incorporate draught tolerant landscaping into the design.
Staff is seeking authority to amend the existing professional services agreement with Willdan to include
design of the landscaping improvements within the project limits.
FISCAL IMPACT:
The professional services agreement with Willdan was originally awarded in the amount of $94,072,
which included a 10% contingency for potential change orders. The costs for the added scope of services
are $32,186, which includes a 10% contingency for potential change orders. Staff requests a revised not-
to-exceed amount of $126,258, which includes the original award amount plus the added scope of
services. The original agreement was funded with Measure M Funds. The additional scope of work will
be funded with Water Conservation Program Funds (32-40-721-791-6633).
Prepared by: Fiscal Impact Reviewed by:
Robert Delgadillo, P.E. Talika Johnson
Director of Public Works/City Engineer Director of Administrative Services
Reviewed and Approved: Reviewed and Approved:
Sergio Gonzalez
City Manager
Attachment:
1) Willdan Proposal to Provide Additional Service for Landscape Design for Street Resurfacing
Improvements
1
CITY OF AZUSA
FIRST AMENDMENT TO
PROFESSIONAL SERVICES AGREEMENT
WITH WILLDAN
1.PARTIES AND DATE.
This First Amendment to the Professional Services Agreement (“PSA”) (“First
Amendment”) is entered into on the 18th day of May, 2020, by and between the City of Azusa, a
municipal corporation organized under the laws of the State of California, with its principal place
of business at 213 East Foothill Boulevard, Azusa, California 91702 (“City”) and Willdan, with
its principal place of business at 13191 Crossroads Parkway North, Suite 405, Industry, CA
91746 (“Consultant”). City and Consultant are sometimes individually referred to herein as
“Party” and collectively as “Parties”.
2.RECITALS.
2.1 Agreement. The Parties entered into that certain Professional Services
Agreement dated July 24, 2019 ("Original PSA"), whereby Consultant agreed to render
professional engineering services for the Arrow Highway Median Islands Project (“Project”)
2.2 First Amendment. The City now desires to amend the Original PSA to include
engineering services for the preparation of Plans, Specifications, and Estimate (PS&E) for
landscaping as described in Willdan’s proposal dated March 30, 2020 (Attached).
3.TERMS.
3.1 Scope of Services and Term. The following professional engineering services
are added to the scope of services per Willdan’s March 30, 2020 proposal:
•Landscape and irrigation improvements for the new raised medians.
•The total length of the landscape raised medians is approximately 5,900 lineal feet
•The widths of the medians varies from 2 feet to 4 feet (primarily at the turn pocket
noses) to 12 feet at mid-blocks.
•The installation of river rock cobble at the turn pockets.
3.3 Fees and Payments. The following changes shall be made to this section
3.3.1 Compensation. The total compensation shall be increased from
Ninety Four Thousand Seventy Two Dollars and Sixty Cents ($94,072.66) to a
total compensation not to exceed One Hundred Twenty Six Thousand Two
Hundred Fifty Eight Dollars ($126,258).
4.Continuing Effect of Agreement: Except as amended by this First Amendment, all
provisions of the Agreement shall remain unchanged and in full force and effect. From and after
the date of this First Amendment, whenever the term “Agreement” appears in the Agreement, it
shall mean the Agreement as amended by this First Amendment.
Attachment 1
2
5. Adequate Consideration: The Parties hereto irrevocably stipulate and agree that they
have each received adequate and independent consideration for the performance of the
obligations they have undertaken pursuant to this First Amendment.
6. Counterparts: This First Amendment may be executed in duplicate originals, each of
which is deemed to be an original, but when taken together shall constitute but one and the same
instrument.
SIGNATURES ON NEXT PAGE
3
IN WITNESS WHEREOF, City and Contractor have executed this First Amendment as
of the date first written above.
CITY OF AZUSA WILLDAN
By: By:
Sergio Gonzalez Vanessa Muñoz, PE, TE, PTOE
City Manager Director of Engineering
APPROVED AS TO FORM:
By:
Best Best & Krieger LLP
City Attorney
March 30, 2020
Mr. Robert Delgadillo
Assistant Director of Public Works
City of Azusa
Public Works Department
213 E. Foothill Boulevard
Azusa, CA 91702
Subject: Proposal to Provide Additional Service for Landscape Design for Street
Resurfacing Improvements
Dear Mr. Delgadillo:
Pursuant to the Professional Services Agreement between the City of Azusa and Willdan
Engineering, dated July 24, 2019. Willdan Engineering is pleased to submit this proposal to
provide supplemental services to prepare Plans, Specifications and Estimate (PS&E) for the
median landscape and irrigation improvements for City project the Arrow Highway Median
Improvements Project. We understand that project includes federal funds through HSIP
program to provide raised medians but based on our understanding the landscape
improvements within the raised medians will not be a federally participation scope of work.
It is our understanding that the project includes the following proposed improvements:
• Landscape and irrigation improvements for the new raised medians.
• The total length of the landscape raised medians is approximately 5,900 lineal feet.
• The widths of the medians various from 2-feet to 4-feet (primarily at the turn pocket noses)
to 12-feet at mid-blocks.
• The installation of river rock cobble at the turn pocket noses.
This additional landscape and irrigation work will be included as part of the original street
improvement construction bid package that is currently being finalized. The following outlines
our scope of work for the landscape and irrigation design.
SCOPE OF SERVICES
Research and Site Review
1. Research and review data documents regarding water supply point of connection for the
irrigation system and electrical power supply source for the automatic irrigation controller
assemblies.
2. Review and apply City standards and specifications for landscape and irrigation
construction plans.
3. City will walk the project and identify empty tree wells to be replaced in the parkway within
City’s ROW. All other tree wells will be removed and replaced with PCC sidewalk.
Landscape Plans Preparation
Willdan will develop a landscape conceptual plan which reflects the landscape themes similar to
recent median improvements in the City. The color illustration will be prepared in Plan View at
20 scale. The new raised medians include trees, low shrubs and groundcovers with an
automatic irrigation system.
City of Azusa
Arrow Highway Landscape Design
Page 2
Water retention will be implemented to meet California’s water quality management program.
The wide width spans of the medians will have a slight inverted finish grade which captures and
retains the water (specifically during a rain event) within the median and percolates thus
recharging the local groundwater table.
The landscape improvements will incorporate local and state water conservation standards,
including meeting the requirements of California State irrigation water conservation model
ordinance. The irrigation system will be designed with the most up to date technology such as
low flow drip systems, irrigation system shut off during rainfall events, pipe breakage awareness
and shut down capabilities, and a web based irrigation controller that can be monitored and
controlled with a smart phone or laptop computer. The landscape theme will include California
native and drought adaptive trees, shrubs, and groundcovers that are attractive, require very
low maintenance, and are suitable for this geographic region.
Finally, since this project involves median improvements, visibility and un-obstructed views for
both pedestrians and drivers are major factors in properly locating trees and shrubs within the
medians. Our landscape design team includes consultation with our in-house traffic engineers
to coordinate landscape elements regarding site visibility distances and obstructions.
Landscape Conceptual Plan
Willdan will prepare a landscape conceptual plan (color illustration) in Plan view at 20- Scale of
the proposed landscape design.
Willdan will submit the conceptual plan to City staff for review and comments.
Upon review of the conceptual plan by City staff, prepare a final landscape conceptual plan for
final review and approval that addresses the comments from all parties.
Specific items that will be illustrated in the final conceptual plan are:
• Address planting palette suggestions for trees, shrubs and groundcovers, along with their
respective location. Species include drought adaptive and varieties similar to the City’s
recent improvements.
• Address irrigation systems, e.g. automatic controllers, control valves and low-flow drip
irrigation.
• Address hardscape materials, e.g. river rock cobble, gravels, decomposed granite and rock
mulches.
• Address water capturing drainage design in accordance with storm water best
management practices; locate possible areas for LID implementation.
Final Landscape Plans
The plans will conform to the City of Azusa standard plans and will be prepared utilizing
AutoCAD software. All landscape and irrigation plans will be signed by a registered landscape
architect.
1. The plans will be drawn at 20 Scale and be prepared in compliance with California State
model water efficient landscape ordinance. The plans will include the following:
City of Azusa
Arrow Highway Landscape Design
Page 3
• Conceptual plan – 4 sheets
• Planting plans – 4 sheets
• Landscape construction layout plans – 4 sheets
• Irrigation plans – 4 sheets
• Construction details – 3 sheets
• Water conservation calculations and worksheets
2. Submit at 60% and 95% completion plans and estimates to City staff for review and
comment. Revise as necessary based on comments and requirements from the City of
Azusa.
3. Prepare 100% final plans, technical special provisions and cost estimate.
SERVICES NOT INCLUDED IN THIS PROPOSAL
1. Agronomic soils testing, including infiltration rates.
2. Landscape accent lighting (median and street trees).
3. Street furniture (benches, trash receptacles, urns).
4. Banner poles.
5. Bus shelters.
6. Wayfinding signage.
7. Entry City signs.
8. Preparation and/or processing of environmental documents.
ASSUMPTIONS
1. Soil is not contaminated.
2. Willdan will not be liable for the removal or treatment of hazardous materials encountered on
or at the site.
3. City will provide the general plan requirements for landscape and hardscapes.
4. New trees added to the existing tree wells will be watered manually during the establishment
period.
FEE
Our proposed fee for the above scope of services is as follows:
• Project Management ................................................ $ 800
• Research & Site Review ........................................... $1,060
• Landscape Conceptual Plan .................................... $4,080
• Planting Plans .......................................................... $7,200
• Irrigation Plans ......................................................... $7,200
• Construction Layout Plans ....................................... $4,200
• Construction Details ................................................. $2,520
• Specifications & Estimate ......................................... $2,200
Total Fee $29,260
City of Azusa
Arrow Highway Landscape Design
Page 4
PROJECT TEAM
Mr. John Hidalgo, RLA, is Principal Landscape Architect and Project Manager for Willdan
Engineering with over 28 years of diverse experience in park design, urban streetscapes, and a
full range of landscape architectural projects. Mr. Hidalgo has completed numerous recreational
projects in Southern California, including a variety of special facilities.
Mr. Bryan Nguyen, RLA, has over 19 years of landscape architecture and graphic design
experience. Mr. Nguyen's experience includes the development of conceptual landscape plans
with extensive graphic vignettes such as photographic before and after simulations; and the
preparation of construction documents. Mr. Nguyen is proficient in AutoCAD, MicroStation,
SketchUp Pro, LandFX, and Adobe Photoshop. Other duties include preparation of irrigation
water and landscape management construction documents and performing third-party
landscape plan reviews.
Mr. Carlos Espinoza, RLA, is an experienced landscape architect with over 15 years’
experience. Mr. Espinoza has been involved in plan reviews of planting, irrigation, and
hardscape construction documents for county and municipal entities, large commercial sites,
and custom built residential. He prepares documents including site inventories documenting
existing conditions. Mr. Espinoza managed and executed planting selection, and coordinated
with nurseries for plant availability, and allocation of planting material per availability. He
observed the planting process to ensure accurate onsite installation per specifications.
Please indicate the City’s approval and authorization to proceed by either printing out and
signing two originals and returning one hard copy original to our office, or by scanning one
signed original and returning it by e-mail.
Thank you for this opportunity to be of continuing service to the City of Azusa. We recognize
the importance of this project to the City and are committed to realizing its timely and successful
completion. Should you have any questions regarding this proposal, please contact Mr. Tyrone
Peter at (657) 223-8557 or tpeter@willdan.com or Ms. Vanessa Munoz at (562) 368-4848 or
vmunoz@willdan.com
Respectfully submitted, Approval and Authorization to Proceed By:
WILLDAN ENGINEERING CITY OF AZUSA
Vanessa Muñoz PE, TE, PTOE __________________________________
Director of Engineering Signature
__________________________________
Date
910005/06-160/P20-118_20411