Resolution No. 78051
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RESOLUTION NO. 7805
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON AUTHORIZING THE ISSUANCE OF A REQUEST FOR
PROPOSALS FOR DESIGN PHASE AND CONSTRUCTION PHASE
SERVICES FOR THE 26TH STREET EXTENSION PROJECT
WHEREAS, the City is interested in obtaining written
proposals from engineering consultants for professional and technical
services required to prepare preliminary concept plans, designs and
contract documents —plans, specifications, and engineer's estimates for
improvements to 26th Street, including the construction of bridge and
road improvements storm drain pump station, traffic signal
installation and landscape improvements, and to perform construction
management and inspection; and
WHEREAS, by letter dated July 12, 2001, Bruce V.
Malkenhorst, City Administrator/City Clerk, recommended that the City
issue a Request for Proposals pursuant to Section 2.29-2 of the Vernon
City Code.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon hereby
finds and determines that the recitals contained hereinabove are true
and correct.
SECTION 2: The City Council of the City of Vernon hereby
directs the City Administrator/City Clerk, or his designee, to issue a
Request for Proposals, a copy of which is attach hereto as Exhibit "A"
and made a part hereof, and to report to the City Council on the
proposals received with a recommendation for action.
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SECTION 3: The City Clerk of the City of Vernon shall
certify to the passage of this resolution, and thereupon and
thereafter the same shall be in full force and effect.
APPROVED AND ADOPTED this 18th day of July, 2001.
ATTEST:
BRUCE V. MALKENHORST, City Clerk
EONIS C. MALBU G, Mayo
- 2 -
STATE OF CALIFORNIA )
ss
COUNTY OF LOS ANGELES )
I, BRUCE V. MALKENHORST, City Clerk of the City of Vernon, do
hereby certify that the foregoing Resolution, being Resolution No.
7805, was duly adopted by the City Council of the City of Vernon at a
regular meeting of the City Council duly held on Wednesday, July 18,
2001, and thereafter was duly signed by the Mayor of the City of
Vernon.
BRUCE V. MALKENHORST, City
Clerk
(SEAL)
- 3 -
EXHIBIT
0
CITY OF VERNON
.REQUEST FOR PROPOSALS
DESIGN PHASE AND CONSTRUCTION
PHASE SERVICES FOR THE 26Tx
STREET EXTENSION PROJECT
Table of Contents
1.0
Introduction
2.0
Project Background
3.0
Selection Process, Criteria, and Schedule
4.0
Proposal Contents
5.0
Scope of Work
1.0 Introduction
The City of Vernon is soliciting proposals from qualified firms for the preparation of
plans specification and estimates (PS&E) for improvements to 26`' Street including the
construction of a bridge over Atlantic Boulevard and the extension of 26`'' Street to Bandini
Boulevard. Additionally a second consultant may be retained to provide plan review for quality
assurance and value engineering.
The City of Vernon proposes to enter into an agreement with a firm to prepare the PS&E
and potentially provide construction management and inspection. A detailed scope of work is
included in Section 5.0 of this RFP.
A total of 5 proposals should be submitted by 12:00 noon on September 5, 2001 to:
Kevin Wilson
City of Vernon
4305 Santa Fe Avenue
Vernon, CA 90058
A pre -proposal conference for this project will be held on August 23, 2000 at 9:00 am at
the Vernon City Hall, 4305 Santa Fe Avenue, Vernon„CA. A Project Report and Environmental
Impact Report have been prepared for Vernon, a copy of each is available for review or purchase
for $25.00 by appointment after the pre -proposal meeting. All questions and requests to review
documents should be directed to Kevin Wilson, Director of Community Services (323) 583-
8811. Services provided under this agreement will be coordinated and overseen by the City of
Vernon Department of Community Services.
2.0 Background
2.1 City of Vernon
The City of Vernon is primarily an industrial City located approximately 5 miles
southeast of downtown Los Angeles. The City has a small residential population, but is home to
1,200 businesses employing 55,000 people. Vernon was incorporated in 1905 and consists of
approximately 5 square miles within a built out environment.
2.2 Purpose
The City requests written proposals from consultants to prepare PS&E and perform
construction management and inspection. The City intends to complete the PS&E by May 2002
and start work on construction immediately afterward. A Project Description is included in
Section 5.0.
3.0 Selection Process, Criteria and Schedule
3.1 Vernon Selection procedures
Vernon will appoint apanel of technical representatives, to serve as the selection
recommendation panel for this professional services contract.
The selection recommendation panel will evaluate the written proposals based on the
selection criteria listed in Exhibit 2. The selection recommendation panel may then interview
shortlisted consultants. The panel will make a recommendation to the City Council as to the
most qualified firm. Vernon professional service selections will be qualifications -based. Subject
to approval by the Council, Vernon will enter into negotiations with the most qualified firm. The
goal is to obtain City Council approval as soon as possible after negotiations. The expected
schedule for the selection process is attached as Exhibit 3.
3.2 Contract Format
Vernon maintains a standard form of agreement which requires specific insurance and
indemnification. Copies of this standard form of agreement will be furnished to shortlisted firms
who will be requested to identify any exceptions or conditions which would prevent their being
able to enter into an agreement with Vernon at the interview. The form of contract will be on a
time and materials basis with a maximum authorized amount. The selected consultant may be
subject to pre -award and post -completion audits.
3.3 Funding Sources
Funding for this project is expected to come from federal, state and local sources. The
specific allocations have not been determined. The selection process and submittal requirements
shall meet all requirements for potential federal and state funding.
4.0 Proposal Contents
4.1 Identification
Identify the prime consultant (name of firm, address, telephone and fax numbers). Please
indicate whether the firm is a corporation, joint venture, partnership or sole proprietorship.
Please provide the same information for all subconsultants that will be participating in this
project as part of the consulting team. Exhibit 4 listing each team member should be submitted
with the proposal.
4.2 Team Organization
Provide an organization chart showing the relationship of all subconsultants to the prime
consultant and with each other. Specify the names and qualifications of key staff that will be
assigned to perform the work, including the .project manager, lead engineer and other key staff
that will be assigned to the project.
4.3 Form 255
Please submit updated Standard Form 255 for all firms that are part of the proposed team.
Form 255 resumes should be submitted only for the key people identified on the Organization
Chart. These forms will be the primary basis for determining the qualifications of the firms and
key staff. Sections 9 and 10 of Form 255 are not required. Form 254 is not required.
4.4 MBE/WBE/DVBE/ & DBE Participation
Public Contract Code Section 10115 requires that competitively bid, negotiated or sole
source state funded contracts for construction, professional services, materials, supplies,
equipment, alteration, repair or improvement shall have statewide participation goals for
Disadvantage Business Enterprises (DBE's). Firms must be certified by the Caltrans Division of
Civil Rights by the time of bid opening in order to meet goals. DVBE firms must be certified by
the DGS Office of Small and Minority Business by the time of bid opening in order to meet
goals.
Additionally, Congress passed legislation in 1981 that required goals to be set for
Disadvantaged Business Enterprises (DBE's) in all federally funded and partially federally
funded contracts. DBE goals are normally set at 20%. Goals are established by the Contract
Manager and the Division of Civil RighWDistrict Civil Rights Liaison regardless of amount of
the contract.
It is the contractor's responsibility to make a sufficient portion of the work available to
subcontractors and suppliers and to select those portions of the work or material needs so as to
ensure meeting the established goals required in the contract. Bidders must indicate in the
bid/cost proposal the percent of participation expected to be attained. In the event of a
prospective bidder's inability to meet the established goals, a Good Faith Effort (GFE) must be
made.
4.5 Project Understanding and Proposed Approach
Describe the basic approach for completing the scope of work for the project. In addition,
briefly discuss issues, specific to this assignment, considered critical to on -time and on -budget
performance of the work and how those issues will be managed.
4.6 Scope of Work Program
The proposal shall include a description of tasks, subtasks and deliverables that will be
provided by the prime consultant and subconsultants.
4.7 Proposal Length
The proposal, excluding Form 255's and DBE Certifications, should not exceed 30 pages.
5.0 Scope of Work
5.1 General
The City of Vernon requests proposals from engineering consultants for professional and
technical services required to prepare preliminary concept plans, designs and contract documents
— plans, specifications, and engineer's estimates (PS&E's) ready for bidding and construction of
bridge and road improvements storm drain pump station, traffic signal installation and landscape
improvements as generally described as follows:
5.2 Project Description
Extend 26' Street over Atlantic Boulevard to Bandini Boulevard. The improvements will
include the construction of a new approximately 15-meter wide bridge over Atlantic Boulevard.
5.2a Bridge Construction
Review the project report and Advanced Planning Study developed for the project. A
preliminary assessment statement of this review is required in the proposal. Based on the review
• Provide PS&E's to construct a completely new bridge structure with a width of
approximately 15 meters, approximately 44 meters in length on a 100-meter radius.
The following items shall be considered during the design of the bridge structure:
• One, 1.8 meter wide sidewalk along the south side of the bridge structure
• Appropriate security barrier, as approved by the City, atop the bridge railing
• Incorporation of art amenities into the bridge rails or other parts of the bridge
structure
5.2b Street Improvements
26'' Street improvements shall be designed for this project:
• Provide PS&E's to complete construction of 2e Street improvements west and east
of the bridge.
The following items shall be considered during the design of these street improvements,
as generally defined in the Project Report Conceptual Layout Drawings, and in accordance with
the City of Vernon standards and General Plan:
• Completion of asphalt concrete paving through the full width of 26'h Street to tie into
the bridge structure and Bandini Boulevard.
• Completion of curb and gutter improvements along the south and west side of 26th
Street to tie bridge structure and Bandini Boulevard.
• Completion of landscaping improvements along 26 h Street.
• Retaining wall or fill slope alternatives along 26• Street to allow ultimate
improvements to tie into both sides of the bridge structure.
Evaluation of existing drainage and proposed drainage flows and design of a drainage
system to carry drainage across the bridge structure or the remodeling of the existing
underpass pump station to accept the flows from 26'h Street.
New striping configurations for 26"' Street and Bandini Boulevard as required.
5.2c Traffic Signal Modification
Provide PS&E's for the construction of a traffic signal at the 26' Street and Bandini
Boulevard intersection.
5.3 Required Professional Services
Services and products to be rendered in performing all work associated with the planning,
design, and construction management (if included in contract) of the project will include, but not
be limited to:
• Perform project management and schedule maintenance.
• Perform field surveys, cross sections, and base map preparation.
• Perform utility coordinations and obtain all clearances and permits.
• Prepare utility relocation plans, as needed If City is obligated to perform relocation at
its expense.
• Prepare conceptual improvement plans.
• Prepare structural improvement plans.
• Prepare street improvement plans.
• Prepare drainage improvement plans.
• Prepare signing and striping plans.
• Prepare traffic signal plans at 26'h Street and Bandini Boulevard.
• Prepare landscape and irrigation plans.
• Prepare contract documents, bid documents, special provisions and estimates
incorporating all mitigation outlined in the Environmental Impact
Report/Environmental Assessment prepared for the project.
• Prepare legal descriptions and plats of required rights -of -way acquisitions.
• Perform rights -of -way appraisals and acquisition services.
• Prepare bid summary report and selection recommendations.
• Prepare staff reports for City Council throughout the contract duration.
• Coordinate with City departments and outside agencies as needed.
• Coordinate bid advertisement and perform bid phase support.
• Perform construction contract negotiations and prepare contract agreements.
• Perform construction management and administration (if included in contract).
• Perform construction surveys and grade sheet reviews (if included in contract).
• Perform construction inspection (if included in contract).
5.4 General Requirements
The City intends to award the services associated with this project to one firm. A single
Project Manager will be designated by the consulting firm who has the experience and the
responsibility to lead and coordinate all consultant services related to the project through the
planning, design, and construction phases (if included in contract). This individual shall be the
day-to-day liaison with City representatives in administering and advancing the project through
its various phases. a
Proposal packages (Work Proposals and Cost Proposals) are to be submitted in separate
envelopes provided by the City, clearly marked with the consultant's name, address and phone
number. Work Proposals are to be submitted in the envelope marked "Work Proposals" and cost
proposals are to be submitted in the envelope marked "Cost Proposal."
All approved plans shall be provided to the City on 3 '/2" disks in AutoCAD 12 format as
well as on "D" size Mylar. All other approved documents, including technical specifications,
shall be provided on 3 '/2" disks in Word 97 for Windows format. Project scheduling shall be
provided in Microsoft Projects for Windows 4.0.
Coordination with Vernon. Due to the expedited schedule and other related design
activities, a high degree of coordination with Vernon, other consultants and regulatory agencies
will be required.
The consultant may be required to prepare, submit and obtain Caltrans approval of plans
in coordination with the improvements to the Atlantic Boulevard, Bandini Boulevard, Long
Beach Freeway (710) Interchange and related projects.
The consultant shall coordinate efforts with the City of Vernon and Caltrans.
The consultant shall submit progress reports at least once a month until completed.
The Consultant shall provide a plan for management, coordination and control to ensure
successful and timely completion of this project. The Consultant selected will prepare a detailed
work plan, including schedule and cost breakdown for each subtask. The Consultant and the
Technical Advisory Committee shall meet and review all required reports. Consultant will be
responsible for preparing and keeping a record of meeting minutes, obtaining any encroachment
permits when necessary to be on the job site within State Right-of-way and obtaining other
permits, as necessary, to perform the work. Consultant invoices shall be prepared to show cost
against project milestones.
LIST OF ATTACHMENTS
Exhibit 1 - Location Map
Exhibit 2 - Selection Criteria
Exhibit 3 - Proposed Schedule
Exhibit 4 - Work Performance List
Exhibit 5 - Plan of preferred alternative of Atlantic Boulevard, Bandini Boulevard - 710
improvements including 26' Street extension
5.5 Project Development Process
Generally, the project development process will be as follows:
1) Staff Review
A. Initial meeting between the consultant and staff to identify project design
constraints and objectives, and review previously approved concept plans.
B. Consultant will prepare preliminary concept drawings and present to staff
for review and comment.
C. Based upon input received from staff, consultant will revise preliminary
concept plans for approval by staff.
2) City Council Review and Approval
A. Staff approved preliminary concept plans will be submitted to the Vernon
City Council for review and comment.
B. Based upon comments received from the Vernon City Council, consultant
will prepare final concept plans.
3) Design and Right of Way Acquisition Phase
A. The consultant will prepare acquisition plats and PS&E's for approval by
the City Engineer. The consultant will coordinate necessary right of way
acquisitions, and interagency review and approvals of PS&E's, including
the filing of applications necessary for plan checks, permits and service
connections. The consultant will be expected to keep the City fully
informed of the progress throughout the project, including the preparation
and updating of a project schedule.
4) Bidding Phase
A. The consultant shall provide assistance in preparing the necessary
documents and coordination to advertise the project for bids. Technical
support during the bidding and award process is also required.
5) Construction Phase (if included in contract)
A. - The consultant will be responsible for the day-to-day management of the
project, providing construction surveys, and providing engineering support
as needed during the construction period.
B. The consultant will provide construction inspection services under the
City's direction during the construction period.
Pre -proposal Information
In order to better assist the engineering consultants in their preparation of proposals for
the professional design services required of this project as specified herein, the City will make
available the project report and Environmental Impact Report/Environmental Assessment and
pertinent record drawings and plans related to existing improvements adjacent to and within the
project area. These project reports and Environmental Impact Report/Environmental Assessment
can be reproduced for a cost of $15.00 each.
In addition, the City has tentatively scheduled a field meeting after the pre -proposal
conference. Those wishing to attend the field meeting should meet at the City Council Chambers
of the Civic Center, located at 4305 Santa Fe Avenue. This field meeting will give engineering
consultant the chance to view first hand the existing field conditions and street improvements
which are the subject of this capital project.
LOCATION MAP EXIDBIT 1
RFP. for Design Phase and Construction Phase Services for the 26' Street Extension
Project
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SELECTION CRITERIA EXHIBIT 2
RFP for Design Phase and Construction Phase Services for the 26" Street Extension
Project
Criteria
(a)
(b)
(a) x (b)
Weight
Score
Weighted
(0-10)
Score
1. PROJECT MANAGER
2.0
• Qualifications & relevant experience
• Unique qualifications for this project
• Time commitment for this project
2. PROJECT TEAM
2.0
• Qualifications & relevant individual experience
• Unique qualifications of key members for this
project
• Time commitment of key members
• Organization chart
3. FIRMS CAPABILITIES
1.0
• Demonstrated capability on similar recent
project.
• Management and organization capabilities
4. PROJECT UNDERSTANDING AND APPROACH
4.0
• Demonstrated knowledge of the work required
• Knowledge of state & local procedures
• Management plan for timely completion
• Ability and willingness to respond timely to
Vernon requirements.
• Ability to interface with other Vernon
consultants, public agencies and private owners.
5. DBE/INTENT
1.0
• Demonstrated compliance with DBE goals on
this project (score 0-10)
TOTAL
10.0
SCORING SYSTEM
FAIL (0 points)
Category evaluated nonresponsive.
BELOW AVERAGE (1-4 points)
Responses minimally acceptable.
AVERAGE (5 points)
Qualifications fully satisfy requirements.
ABOVE AVERAGE (6-9 points)
Qualifications more than satisfy requirements.
EXCEPTIONAL (10 points)
Qualifications far exceed requirements.
f
t e v
PROPOSED SCHEDULE EXHIBIT 3
RFP for Design Phase and Construction Phase Services for the 26' Street Extension
Project
July 23, 2001 Mail RFP to consultants and advertise availability
August 23, 2001 Pre -proposal Conference
September 5, 2001 Due date for proposals
September 25, 2001 Interviews of short-listed firms. Interview panel to develop
recommendation to City Council
October 17, 2001 City Council meeting to approve entering into negotiations with
recommended team
Mav 30, 2002 Project Completion
♦ E t c
WORK PERFORMANCE EXHIBIT 4
RFP for Design Phase and Construction Phase Services for the 26" Street Extension
Project
Name and Address (Prime) DBE Approx. Portion of work to be performed
SUPPORTING
DOCUMENTS
CITY COUNCIL
LEONIS C. MALBURG
Mayor
THOMAS A. YBARRA
Mayor Pro -Tern
WM. 'BILL" DAVIS
Councilman
H. "LARRY" GONZALES
Councilman
W. MICHAEL MCCORMICK
Councilman
BRUCE V. MALKENHORST
City Administrator / City Clerk
FAX (323) 581-7924
City Council
City of Vernon
Honorable Members:
CITY HALL
4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058
TELEPHONE (323) 583-8811
EDUARDO OLIVO
City Attorney
FAX: (562) 927-8722
KEVIN WILSON
Director of Community Services & Water
FAX: (323) 588-2761
KENNETH J. DeDARIO
Director of Municipal Utilities
FAX: (323) 583--1983
STEVEN E. PARKER
Fire Chief
FAX: (323) 581-1385
BRUCE W. OLSON
Police Chief
FAX: (323) 583-5236
July 12, 2001 017)
The Community Services and Water Department is requesting authority to
seek proposals from qualified firms for the preparation of plan
specifications and estimates for the improvement and extension of 26th
Street to Bandini Boulevard including the construction of a bridge
over Atlantic Boulevard.
It is hereby recommended that the Community Services and Water
Department be authorized to seek proposals for the 26th Street
Extension Project.
Very truly yours,
,/
Bruce V. Malkenhorst
City Administrator/City Clerk
BVM/ng
TO: Bruce V. Malkenhorst
City Administrator
FROM: Samuel "Kevin" Wilson 110)
Director of Community Services & Water
DATE: July 11, 2001
SUBJECT: 26TH STREET EXTENSION PROJECT- RFP MAILOUT
The Community Services Department is requesting authority to seek proposals from
qualified firms for the preparation of plans specification and estimates for improvements
to 26th Street including the construction of a bridge over Atlantic Boulevard and the
extension of 26`h Street to Bandini Boulevard.
SKW/
C: City Attorney