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Home My WebLink AboutE-9 Staff Report - Request for Proposals - Arrow HighwayCONSENT ITEM E-9 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: AUGUST 16, 2021 SUBJECT: AUTHORIZATION TO SOLICIT REQUEST FOR PROPOSALS FOR CONSTRUCTION MANAGEMENT & INSPECTION SERVICES FOR THE ARROW HIGHWAY RAISED MEDIANS FEDERAL PROJECT NO. HSIPL-5112(019) AND ARROW HIGHWAY STREET RESURFACING PROJECTS BACKGROUND: The City was awarded a grant funding from the California Department of Transportation (Caltrans) for the Arrow Highway Raised Medians Project in the amount of $545,111 through the Federal Highway Safety Improvement Program (HSIP). The City will also be awarded $3 million in congressional funding for the Arrow Highway Street Resurfacing Project upon full approval of House Resolution 3684 INVEST in America Act. These projects propose to improve traffic and pedestrian safety. This action will authorize staff to solicit proposals for construction management & inspection services for the Arrow Highway Raised Medians Federal Project No. HSIPL-5112(019) and Arrow Highway Street Resurfacing Projects. RECOMMENDATION: Staff recommends that the City Council take the following action: 1)Authorize Staff to solicit a Request for Proposals to provide construction management & inspection services for the Arrow Highway Raised Medians Federal Project No. HSIPL- 5112(019) and Arrow Highway Street Resurfacing Projects. ANALYSIS: The City was awarded a $545,111 for construction through Caltrans as part of Highway Safety Improvement Program (HSIP). The proposed HSIP project will incorporate raised median islands with doweled median curb, ADA compliant curb ramps, minor asphalt concrete paving to address surface drainage, and signing & striping. The proposed improvements for the Arrow Highway Street Resurfacing Project include pavement resurfacing, concrete improvements, landscape improvements, and signing & striping, The project improvements on Arrow Highway from Azusa Avenue to Citrus Avenue will reduce traffic collisions and improve traffic and pedestrian safety. APPROVED CITY COUNCIL 8/16/2021 Request for Proposals – Arrow Highway Improvements August 16, 2021 Page 2 FISCAL IMPACT: There is no fiscal impact associated with the recommended actions. Prepared by: Reviewed and Approved by: Christina Curiel Sergio Gonzalez Public Works Project Manager City Manager Prepared by: Miguel Cabanas, P.E. Public Works Principal Civil Engineer Attachment: 1) Request for Proposals REQUEST FOR PROPOSALS (RFP) TO PROVIDE CONSTRUCTION MANAGEMENT, PROJECT MANAGEMENT, AND INSPECTION SERVICES FOR ARROW HIGHWAY RAISED MEDIANS FEDERAL PROJECT NO. HSIPL-5112(019) AND ARROW HIGHWAY STREET RESURFACING PROJECTS IMPORTANT DATES RFP ISSUED: SEPTEMBER XX, 2021 FINAL DATE FOR INQUIRIES: OCTOBER XX, 2021 PROPOSAL DUE DATE: OCTOBER XX, 2021 Attachment 1 CITY OF AZUSA PUBLIC WORKS DEPARTMENT 213 E FOOTHILL BOULEVARD, AZUSA, CA 91702 REQUEST FOR PROPOSALS FOR CONSTRUCTION MANAGEMENT, PROJECT MANAGEMENT, AND INSPECTION SERVICES FOR ARROW HIGHWAY RAISED MEDIANS FEDERAL PROJECT NO. HSIPL -5112(019) AND ARROW HIGHWAY STREET RESURFACING PROJECTS 1. STATEMENT OF INTENT The City of Azusa is requesting proposals to provide construction management, project management, and inspection services for the Arrow Highway Raised Medians Project HSIPL-5112(019), a federally funded project, and the Arrow Highway Resurfacing Project. The proposed projects will rehabilitate the asphalt pavement, installation of raised medians, ADA compliant cub ramps, signing & striping, concrete improvements and landscape improvements on Arrow Highway from west of Azusa Avenue to east of Citrus Avenue. A copy of the plans, specifications, and contract documents is attached for further detail. 2. SCOPE OF SERVICES The scope of services shall include, but not limited to: - Manage and inspect all aspects of this project and report directly to the Director of Public Works/City Engineer. - Review and comment on the project plans, specifications, and contract documents. - Attend pre-bid and pre-construction meetings. - Review material submittals. - Perform materials testing in conformance with the City’s Quality Assurance Program (QAP) - Conduct weekly construction progress meetings with contractor and prepare minutes. - Monitor construction schedule. - Notify impacted residents, businesses, and other parties of the project and its construction impacts. - Prepare daily inspection reports. - Review and respond to Requests for Information (RFIs) - Resolve field problems, prepare and issue clarifications with directions. - Prepare monthly costs and progress reports. - Review contract change orders for contractual and technical merit. - Take digital photos of construction progress. - Provide federal labor compliance - Review contractor’s weekly payroll for compliance with prevailing wages. - Review contractor’s progress payment requests. - Prepare invoices to Caltrans in order to seek reimbursement of awarded project funds. - Review and comment on as-built plans. - Prepare a “punch-list” of unfinished work and ensure all items on the list are satisfactorily completed. - Prepare file folders including inspector’s daily reports, material tickets, laboratory and field test results, material approvals, daily accounting of contractor’s work force, and other documents required on federally funded contracts - Recommend final acceptance of the project. - Consultant shall provide all equipment necessary to perform the scope of services, including, but not limited to, digital camera, vehicle, phone, computer. - Additional services required to comply with federally-funded projects and Caltrans Local Assistance Procedures Manual (LAPM) - Conduct employee interviews to comply with HSIP federal funding requirements. 3. CONTENT OF THE PROPOSAL a) Description of the approach to the scope of services. b) Brief description and history of the firm’s experience performing the requested scope of services. c) Description of the team assigned to handle the scope of services. d) Not-to-Exceed cost proposal. 4. CONSULTANT SELECTION The Public Works Department will evaluate all proposals based on, but not limited to, the following criteria: a) Approach to the scope of services. b) Experience performing the scope of services. c) Experiencing completing similar projects with Highway Safety Improvement Program (HSIP) federal funding. 5. PROJECT DELIVERY SCHEDULE The selected contractor will be given 90 working days to construct the project. A Notice to Proceed is anticipated to be given January 2022. The working hours for the project shall be 8:00 am – 4:00 pm for concrete flat work and 8:00 pm – 4:00 am for asphalt paving. 6. PROPOSAL SUBMITTAL The proposal shall be emailed to Miguel Cabanas at mcabanas@azusaca.gov on or before 5:00 PM on September XX, 2021. 7. STAFF CONTACT For inquiries, please contact Miguel Cabanas at mcabanas@azusaca.gov or (626) 812-5264.