HomeMy WebLinkAboutE-10 Staff Report - Contract PO Increase WilldanCONSENT ITEM
E-10
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: SEPTEMBER 18, 2023
SUBJECT: APPROVAL OF INCREASE TO CONTRACT PURCHASE ORDER FOR
PROFESSIONAL ENGINEERING SERVICES AGREEMENT
BACKGROUND:
On July 18, 2022 the City Council authorized the City Manager to enter into an agreement with
Willdan for Professional Engineering Services. Willdan has provided construction management
and inspection services for the Arrow Highway Street Resurfacing and Highway Safety
Improvement Project, Federal Project No. HSIPL-5112(019).
RECOMMENDATIONS:
Staff recommends the City Council take the following actions:
1) Approve an increase to the contract purchase order for Willdan by $32,022; and
2)Authorize the City Manager to increase the compensation for a total not-to-exceed contract
amount of $266,583
ANALYSIS:
On August 3, 2022, the City of Azusa entered into a Professional Services Agreement with Willdan
to provide construction management and inspection services in compliance with Caltrans Local
Assistance Procedures Manual for the multi-jurisdictional Arrow Highway Street Resurfacing and
Highway Safety Improvement Project (HSIP), Federal Funded Project No. HSIPL-5112(019). The
Approved
City Council
September 18, 2023
APPROVAL OF INCREASE TO CONTRACT PURCHASE ORDER FOR PROFESSIONAL
SERVICES AGREEMENT
SEPTEMBER 18, 2023
Page 2
project improvements on Arrow Highway from 500 feet west of Azusa Avenue to 855 feet east of
Citrus Avenue included raised median islands, ADA compliant curb ramps, pavement resurfacing,
concrete improvements, traffic signal improvements, tree wells, landscape improvements, and
signing & striping.
Construction commenced on March 28, 2023. During construction, there were changes to the
scope of work which required additional survey and design which extended the project completion
date and required additional construction management, materials testing and inspection services.
The construction phase is near completion and Willdan is currently working on the federal
reporting requirements to close out the project.
FISCAL IMPACT:
The recommended actions approve an increase to contract purchase order to professional services
agreement to Willdan for Construction Management and Inspection Services in the amount of
$32,022 and authorize Staff to amend the contract for a total not-to-exceed contract amount of
$266,583. The professional services costs are included in the FY2023-24 Adopted CIP (Capital
Improvement Projects) Budget. $32,022 will be funded with the Federal HSIP Grant Fund 28 (28-
80-000-662-7120/66222A-7120).
Prepared by: Reviewed by:
Christina Curiel Robert Delgadillo, P.E.
Public Works Project Manager Director of Public Works/ City Engineer
Fiscal Review by: Reviewed and Approved by:
Talika M. Johnson Sergio Gonzalez
Director of Administrative Services City Manager
Attachment:
1) Approved Staff Report 4-17-2023 (Award of Contract)
2) Willdan Professional Services Agreement
3) Caltrans Approved Finance Letter
CONSENT ITEM
E-6
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: JULY 18, 2022
SUBJECT: AWARD A PROFESSIONAL SERVICES AGREEMENT TO PROVIDE
CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES FOR THE
ARROW HIGHWAY STREET RESURFACING AND HIGHWAY SAFETY
IMPROVEMENT PROJECT; FEDERAL PROJECT NO. HSIPL-5112(019)
BACKGROUND:
On August 16, 2021 the City Council authorized staff to solicit proposals from qualified
consultants to provide construction management and inspection services for the Arrow Highway
Street Resurfacing and Highway Safety Improvement Project, Federal Project No. HSIPL-
5112(019). Proposals were received on May 11, 2022. The proposed actions award a professional
services agreement to Willdan, as the most qualified consultant to provide construction
management and inspection services.
RECOMMENDATIONS:
Staff recommends the City Council take the following actions:
1)Award a professional services agreement to Willdan for a total not-to-exceed contract
amount of $234,561, which includes a 10% contingency for potential change orders as
needed, for the Arrow Highway Street Resurfacing and Highway Safety Improvement
Project; and
2)Authorize the City Manager to execute a professional services agreement, in a form
acceptable to the City Attorney, on behalf of the City.
APPROVED
CITY COUNCIL
7/18/2022
Attachment 1
AWARD A PROFESSIONAL SERVICES AGREEMENT TO PROVIDE CONSTRUCTION
MANAGEMENT AND INSPECTION SERVICES FOR THE ARROW HIGHWAY STREET
RESURFACING AND HIGHWAY SAFETY IMPROVEMENT PROJECT NO. HSIPL-
5112(019)
July 18, 2022
Page 2
ANALYSIS:
The City was awarded a $545,111 in grant funding from the California Department of
Transportation (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 500 feet west of Azusa Avenue to 855 feet east of Citrus
Avenue will reduce traffic collisions and improve traffic and pedestrian safety. The selected
consultant firm shall be responsible to provide construction management and inspection services
per Caltran’s Local Assistance Procedures Manual.
On May 11, 2022, the City Clerk’s office received six (6) proposals from engineering consulting
firms. A review committee was created to review and evaluate each proposal. The most qualified
and responsive proposal was submitted by Willdan, which is one of the City’s on-call engineering
firms.
This is a multi-jurisdictional HSIP and capital improvements project that includes the City of
Covina, the County of Los Angeles Department of Public Works, and the City of Azusa as the lead
agency. The project is partially funded with HSIP federal funds with each of the three public
agencies, contributing their share of the project costs within their jurisdiction.
FISCAL IMPACT:
The recommended actions award a professional services agreement to Willdan for Construction
Management and Inspection Services in the amount of $213,237.38 and authorize Staff to amend
the contract by 10% for potential change orders for a total not-to-exceed contract amount of
$234,561. The professional services costs are included in the FY2022-23 Adopted CIP (Capital
Improvement Projects) Budget. $30,000 will be funded with the Federal HSIP Grant Fund 28 (28-
80-000-662-7120/66222A-7120), $162,000 will be funded with General Fund Professional
Engineering Services (1055651000-6399), and the rest of the $42,561 with Measure M Funds
(0480000662-7120/66218B-7120). Prior to the start of the Project, the City of Azusa will secure
cooperative agreements with the City of Covina and LA County for the reimbursement of
construction and Construction Management costs within their jurisdiction. The City of Covina and
LA County will reimburse the City of Azusa approximately 15% and 8% respectively for
Construction Management within their jurisdiction. The actual Construction Management shared
costs will be based on the proportional construction cost completed within each jurisdiction. The
bid opening for the Project improvements is scheduled to be on July 27, 2022.
AWARD A PROFESSIONAL SERVICES AGREEMENT TO PROVIDE CONSTRUCTION
MANAGEMENT AND INSPECTION SERVICES FOR THE ARROW HIGHWAY STREET
RESURFACING AND HIGHWAY SAFETY IMPROVEMENT PROJECT NO. HSIPL-
5112(019)
July 18, 2022
Page 3
Prepared by: Reviewed by:
Christina Curiel Miguel Cabanas, P.E.
Public Works Project Manager Principal Civil Engineer
Fiscal Review by: Reviewed and Approved by:
Talika M. Johnson Sergio Gonzalez
Director of Administrative Services City Manager
Attachment:
1) Professional Services Agreement
2) Willdan’s Proposal
Attachment 2
FINANCE LETTER
04/21/2023
07-LA-0-AZU
HSIPL-5112(019)
0717000152
DEPARTMENT OF TRANSPORTATION
To: City of Azusa
Date:
D_CO_RT:
Project No:
Adv. Project Id:
12/31/2024Project End Date:
EA No:
Est Tot Proj Costs:
PRO RATA OR
LUMP SUM
LOCALFINANCE ITEMS
$6,531.00 $0.00$653.00$5,878.0090.00%Agency Preliminary Engineering Lump Sum $6,531.00
$0.00 $0.00$0.00$0.000%$0.00
Contract Items: $499,241
Contingencies: $47,680
Total:$546,921
$499,789.00 $0.00$124,221.00$422,700.0084.58%Construction Lump Sum $546,921.00
$72,515.00 $0.00$10,493.00$62,022.0085.53%Agency Construction Engineering Lump Sum $72,515.00
$625,967.00 $578,835.00 $490,600.00 $135,367.00 $0.00Totals:
FEDERAL PART.
COST
FED. REIMB %TOTAL COST OF
WORK
FEDERAL OTHER
ZS30
Participation Ratio: 92.47% This Finance Letter was created based on specific financial information provided by the responsible local agency. The following
encumbrance history is prepared by Local Assistance Accounting Office and is provided here for local agency's information and action.
Signature:
HQq Area EngineerTitle:
Construction contract award adjustment based on the award package. Shifting $32,022 of Federal ZS30 from PE to CE.
The PED is being extended from 06/30/2024 to 12/31/2024.
279-599-4028
Tou VAngPrinted Name:
Telephone No:
For questions regarding finance letter, contact:
Remarks:
_________________________________
ADV. PROJECT ID APPROP.
UNIT STATE PROG. FED/ STATE
ENCUMBRANCE
AMOUNT
APPROP
YEAR
EXPENDITURE
AMOUNT
ENCUMBRANCE
BALANCE
REVERSION
DATE*
APPROVED
AMOUNT
EXPIRATION
DATE
Cooperative Work AgreementACCOUNTING INFORMATION HSIPL-5112(019)
0717000152 21102F 2030010550 F $452,700.00 2021 $935.72 $451,764.28 06/30/2026
0717000152 17102F 2030010550 F $37,900.00 1617 $5,877.59 $32,022.41 06/30/2022 $34,692.00 06/30/2024
*Please submit invoices to the appropriate Districts by April 1st to avoid funds lapsing on the June 30th reversion date listed above and to allow sufficient time
for Accounting and SCO year-end closing procedures.
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Attachment 3