TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Stephanie Katsouleas, Public Works Director
Prem Kumar, City Engineer
Adilia Miller, Senior Civil Engineer
SUBJECT:Title
Consider Awarding RFP No. 1201-19 a Professional Design Service Agreement to Ardurra Group, Inc., dba AndersonPenna Partners, Inc., for the Street Resurfacing Project for $160,983 (Public Works Director Katsouleas).
ADOPT RESOLUTION NO. 19-0037
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution 19-0037 (Attachment):
1. Awarding a Professional Design Services Agreement to Ardurra Group, Inc., dba AndersonPenna Partners, Inc., for the Street Resurfacing Project for $160,983 in response to Request for Proposals (RFP) No. 1201-19; and
2. Authorize the City Manager to execute the Agreement (Attachment).
FISCAL IMPLICATIONS:
The Street Resurfacing Project is in the Fiscal Year (FY) 2018/19 approved Capital Improvement Program and there are sufficient funds available to complete the scope of work for $160,983. The Budget and Expenditures Summary is attached (Attachment).
It is worth noting that the first-year cost of construction is expected to be approximately $1.5 million, and sufficient funds for construction will be available in FY 2019/20 following budget adoption. However, the availability of funds in this fiscal year provide staff the opportunity to advance the project through the design phase in lieu of waiting until July 1, 2019.
BACKGROUND:
The City of Manhattan Beach is responsible for the repair and maintenance of over 100 linear street miles that vary in age and condition, and which require varying treatments periodically in order to maintain them at high standards. Based on the 2018 Pavement Management Program Report’s Pavement Condition Index (PCI) rating, staff has prioritized several low-scoring, street segments to be resurfaced over the next three budget years. Simply stated, these street segments are in the greatest need of attention, utilizing the most cost-effective methods available to preserve the life of the pavement.
The City requested proposals from qualified engineering firms to evaluate and provide design services for resurfacing treatments on specific street segments identified as high priorities for repair in FY 19/20. The RFP also identified additional streets that should be addressed in the following two budget years (FY 2020/21 and FY 2021/22), but which are not included in this RFP scope of work.
Although the current award is only for the first year, assuming AndersonPenna Partners delivers high quality plans, specifications and estimates in a timely manner, staff plans to recommend amending this Agreement to provide additional design services for the second and third year given the competitive process undertaken and the substantially similar work to be performed. Our future recommendation assumes that substantially similar unit rates would apply to the work requested.
DISCUSSION:
The Public Works Department issued an RFP on December 10, 2018, for professional design engineering services for the project. Eight proposals were received on January 17, 2019. Proposals were evaluated and ranked by an evaluation committee of City staff according to the following selection criteria:
• Understanding Scope of Services;
• Firm qualifications and experience performing similar work;
• Project management methods and quality control;
• Qualification and experience of key personnel;
• Qualifications and need for sub-consultants; and
• Timeliness/Schedule
Based on the selection criteria, AndersonPenna Partners, Inc. had the best overall proposal at the best value. The firm has excellent experience on similar projects and its references confirmed AndersonPenna Partners, Inc. has provided outstanding services. The Proposal’s scope of work and methodology were clearly outlined, sufficient resources were identified to complete the project in a timely manner, and the staff was well qualified, having previously designed many street resurfacing projects.
The scope of work will entail:
• Preparation of plans, technical specifications, and cost estimates for appropriate resurfacing treatments for several street segments (see attached Location Map);
• Preparation of bidding documents suitable for bidding and award of a public works construction contract; and
• Design support services during the construction phase.
Once the Agreement begins, the first-year street resurfacing project is expected to take approximately five months to complete plans, specifications, and cost estimates. The project will then be ready for construction bidding. The remaining two years will be scheduled during the appropriate fiscal years and integrated with staff workload.
PUBLIC OUTREACH:
No public outreach was conducted in preparation of recommending this award. Public outreach will occur at the appropriate time as plans are developed.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Categorical Exemption pursuant to Section 15301 Class 1 (repair and maintenance of existing public facilities, involving negligible or no expansion of use) of the State CEQA Guidelines.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Resolution No. 19-0037
2. Agreement - AndersonPenna Partners, Inc.
3. Budget and Expenditures Summary
4. Location Map