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HomeMy WebLinkAbout2015-08-25 - AGENDA REPORTS - MEDIAN TURF REMOVAL PROJ B0014 (2)Agenda Item: 6 DATE: August 25, 2015 SUBJECT: CITYWIDE MEDIAN TURF REMOVAL, PROJECT BOO 14 - AWARD CONCEPT DESIGN CONTRACT DEPARTMENT: Public Works PRESENTER: Damon Letz RECOMMENDED ACTION City Council: 1. Award the concept design contract to ValleyCrest Design Group for the Citywide Median Turf Removal, Project B0014 in the amount of $340,318 and authorize a contingency in the amount of $68,,000 for a total contract amount not to exceed $408,318. 2. Appropriate $498,300 from Landscape Maintenance District 2008-1 fund balance to expenditure account B0014357-5161.001. 3. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval. BACKGROUND This proposed Citywide Median Turf Removal, Project BOO 14, will prepare concept plans and specifications to remove existing median turf and replace it with plant material that requires significantly less water, while replacing the aging spray head irrigation systems with more durable and efficient irrigation systems. Additionally, the project will make provisions to use recycled water when available. This project supports the Community Beautification theme in the City of Santa Clarita's (City) five-year strategic plan, Santa Clarita 2020. This project also follows the City's current design standards for median landscaping. This project represents the fourth and final phase of the citywide median turf removal program. The first phase was completed in 2009 with the removal of turf along Wiley Canyon Road and a portion of Magic Mountain Parkway. The second phase, currently under design, addresses the medians on Valencia Boulevard from Interstate 5 to Magic Mountain Parkway. The third phase Page I I Packet Pg. 31 7�_] will address the large medians on Orchard Village Road and was separated into an independent project due to the popularity of this area during City events. This project exemplifies the City's commitment to maintain the high quality of life enjoyed by our residents. Investing in high-quality landscape projects within the public right-of-way helps maintain higher property values and keeps the City on the cutting edge of water management, a critical issue with the ongoing drought. This project is one facet of an overall program to improve our water management infrastructure, while keeping the City's public areas well - landscaped. A Request for Proposal (RFP) was sent to ten qualified landscape architecture firms that have previously worked with the City. The RFP asked firms to identify their relevant experience in similar projects and demonstrate their approach for this design project. On April 8, 2015, three firms submitted proposals to the City. Staff reviewed the proposals and based on their evaluations, scored the firms on a I 00 -point scale. Rank Company Score Location Design Cost I . L. Newman Design Group, Inc. 83 Westlake Village, CA $800,841 2. ValleyCrest Design Group 82 Santa Ana, CA $340,318 3. Landscape Development 79 Valencia, CA $400,945 The scoring system heavily emphasized the understanding of the following: required scope of work; key development items; potential issues and resolutions; solutions to drainage issues; understanding of the City's median landscape design guidelines; experience with previous median landscape projects; qualifications of the project team and their resources; and organization of the proposal. Additionally, each consulting firm was asked to provide a detailed schedule and scope of work required for them to prepare the plans, specifications, and an engineer's estimate. L. Newman Design Group, Inc. (L. Newman), was ranked highest, but their bid was approximately twice that of the next lowest bidder. The City attempted to negotiate with L. Newman, but could not reach a fee close to the second -ranked bidder, ValleyCrest Design Group (ValleyCrest). ValleyCrest was ranked one point below L. Newman and was also the lowest bidder. They demonstrated an in-depth understanding of the project needs and provided a detailed scope of work. Landscape Development was ranked lowest and submitted a bid just over $60,000 higher than ValleyCrest Design Group, and therefore, was not selected. ValleyCrest was previously hired by the City to design the State Route 14/Sand Canyon Gateway Beautification project, the Sierra Highway Median Beautification project, and the Magic Mountain Parkway/The Old Road project. Based on their design experience on previous City median projects and the completeness of their proposal for this project, staff recommends the City Council award the concept design contract to ValleyCrest Design Group for this project. The requested construction contingency of $68,000 will cover costs for additional design efforts Page 2 Packet Pg. 32 due to unforeseen conditions or conflicts uncovered during potholing, additional potholing; the design of median modifications; and design coordination with California Department of Transportation and/or Los Angeles County Department of Public Works. The requested funding creates a budget of $498,300, which allows for awarding the concept design contract totaling $408,318. The balance of $89,982 will provide for staff time for environmental support, plan check fees, and project administration costs. California Government Code 4526 prescribes selection of architectural and engineering services to be based on demonstrated competence and professional qualifications necessary for the satisfactory performance of the services required and does not authorize the selection of professional architect and engineering services based on cost. In this case, the to . p two bidders were separated by only one point in their ranking, while their bid amounts reflected a difference of over $450,000. City staff was able to reach an agreement with ValleyCrest Design Group at a fair and reasonable price. ALTERNATIVE ACTION Other action as determined by the City Council. FISCAL IMPACT The requested appropriation of $498,300 from Landscape Maintenance District 2008-1 fund balance to expenditure account B0014357-5161.001 will adequately provide for the award of the concept design contract, including contingency, and for all other anticipated costs, including environmental support, plan check, and project administration costs. ATTACHMENTS Location Map - Turf Removal by Streets Bid Proposal for ValleyCrest Design Group (available in City Clerk's Reading File) Page 3 1 Packet�g73737]