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Home My WebLink About2021-12-14 - AGENDA REPORTS - 2021 21 MEDIAN RYE CYN PROJ B1018Agenda Item: 12 1. CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR CITY MANAGER APPROVAL: A,1 DATE: December 14, 2021 SUBJECT: 2021-22 CITYWIDE MAJOR THOROUGHFARE MEDIAN REFURBISHMENT, RYE CANYON, PROJECT B 1018 - AWARD DESIGN CONTRACT DEPARTMENT: Public Works PRESENTER: Damon Letz RECOMMENDED ACTION City Council: Award the design contract to Pacific Coast Land Design, Inc., for the 2021-22 Citywide Major Thoroughfare Median Refurbishment, Rye Canyon, Project B 10 18 in the amount of $84,836 and authorize a contingency in the amount of $8,484, for a total contract amount not to exceed $93,320. 2. Authorize the City Manager or designee to execute all contract documents, or modify the award in the event that issues of impossibility of performance arise, subject to City Attorney approval. BACKGROUND The proposed project will modify the existing medians along Rye Canyon Road, between Avenue Stanford and Avenue Scott. The improvements will consist of removing existing asphalt and concrete within the raised medians and replacing them with new hardscape, trees, irrigation, shrubs, and ground cover. This project will also modify two medians to include a left -turn pocket extension at Avenue Stanford and a new left -turn pocket at Beale Court, which will improve traffic circulation in the area. This project is identified under the Community Beautification and Sustainability theme of the City of Santa Clarita's (City) five-year strategic plan, Santa Clarita 2025. A Request for Proposal (RFP) for the design of the project was prepared and posted on BidNet on September 19, 2021. The RFP asked firms to identify their relevant experience with similar projects and demonstrate their design approach for this project. On October 20, 2021, one firm Page 1 Packet Pg. 63 submitted a proposal. Staff reviewed the proposal and, based on their evaluations, scored the firm on a 100-point scale as follows: Rank Company Location Score 1 Pacific Coast Land Design, Inc. Santa Clarita, CA 94 The scoring system was based on the following criteria: an understanding of the scope and approach to the required work and key development tasks, the consultant's previous experience with similar projects and experience working with the City, qualifications of the project team and their resources, and organization of the proposal. Additionally, the consulting firm was asked to provide a detailed scope of work required to prepare the plans, specifications, and engineer's construction estimate. Pacific Coast Land Design, Inc., demonstrated an in-depth understanding of the project needs and provided a detailed scope of work and approach to the project. They analyzed the existing streets and identified key design factors that will need to be addressed in the design. Based on their design experience with previous City projects, and the completeness of their proposal for this project, staff recommends awarding the design contract to Pacific Coast Land Design, Inc. The requested contingency will cover design modifications requested by the City, field investigations including potholing for utility locations and street sections, soils investigations, permits required by the County of Los Angeles, and coordination with utility companies and other agencies. 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 costs. City staff was able to reach an agreement with Pacific Coast Land Design, Inc., at a fair and reasonable price. ALTERNATIVE ACTION Other action as determined by the City Council. FISCAL IMPACT Adequate funds are available in expenditure account B1018357-516101 (Landscape Maintenance District Fund) to support the recommended contract. ATTACHMENTS Location Map Proposal for Pacific Coast Land Design, Inc. (available in the City Clerk's Reading File) Page 2 Packet Pg. 64 `lN3WHSl9un=13U NVla3W 3UV=lHonOUGHl uorvW 3alMA113 ZZ-6ZOZ) deW uol;eoo-1 :;uewyoe;;V a k> el CL JF : �v y F � 6 �yY., db � RpRRO� V _�4 F I , s, 1t y r g,`5 x x t e sk : O 5. % '� �� • 111 d C m Z x L• {i'* 5 O R 3 N � U .� 4;5 ♦ ° Z C ? _ LO O 0E O 75 m � El w Z� N O O m LL N 5 N V Ln 'Z V O N M d ins ry x q L O o=o fu 5, V.J K4 •` -6 V `V O • - �I ��I• L LL fO i>f 'z N =1 N N 00 O ,F N O O m .. r �- oLn o CD O O L^ 0 0 X N a w _ .r } ,�, WORK STATEMENTSECTION 3 PRELIMINARY INVESTIGATION TASK 1 REVIEW BACKGROUND DOCUMENTS SUB-TASK 1.1 The design team will review the existing construction documents and City provided redlines as well as review City provided mapping and background data that will affect the project design. OUTPUT 1. Task list of required corrections and plan updates. 2. Map showing limits of supplemental field survey and features to be catalogued on the base sheet. SUB-TASK 1.2 UTILITY COORDINATION The team will review the existing utility information as included in the current pans and coordinate with affected utility agencies to gather updated utility mapping where necessary. Record utility maps will be compiled onto an existing utility base map used for design. Dig Alert twill be contacted to obtain a list of providers and utility owners for the project area. Subsurface alignments will be oriented and adjusted to the digital base map using the surveyed locations of surface features where possible. OUTPUT 1. Updates to Existing Utility Base Map. FIELD INVESTIGATION SUB-TASK 1.3 Hunsaker will perform a supplemental field survey for the left turn pockets at Avenue Stanford and Beale Court. The engineer will download and compute field survey data. Surveyed features will be added to digital base map on identifiable layers. Potholing will also be carried out to determine thickness of existing base, concrete and asphalt and review/ verification of findings. (Includes 5 locations and traffic control) 1. AutoCAD drawing file of the surveyed features. OUTPUT descriptions and coordinates will be added to the project design cover sheet. 3. Potholing report with roadway section data. Rye Canyon Road Median Landscape, City Project CIP-21-22-B1018 City of Santa Clarita WORK STATEMENTSECTION 3 PROJECT MANAGEMENT TASK 2 MEETINGS SUB-TASK 2.1 Conduct project kick-off meeting on site to review current conditions and define project communications and PS&E milestones. The PDT will discuss communication & documentation format between City, consultants, utility companies and reviewing agencies. The list of Project Development Team (PDT) members will be established including the City PM and necessary City Staff, PCLD, Hunsaker and affected utility companies and Reviewing Agencies deemed appropriate by the City. Team will discuss project overview including known site issues and needed information. The PDT will meet four (4) times through the course of the project. Three (3) of the PDT meetings will take place as project milestone reviews (60%, 90%, 100% review) The design team members will meet up to two (2) times with affected agencies such as the County of Los Angeles and/or Caltrans or SCVWA. 1. Meeting Agendas. OUTPUT 2. Meeting Minutes including any revised scope or schedule changes. 3. PDT contact list. PROJECT MANAGEMENT SUB-TASK 2.2 Project progress reports will be prepared and submitted to the City on a monthly basis to monitor scope, anticipated work and tasks for the upcoming month, indicate accomplished tasks, schedule and budget. Format shall be approved by the City. PCLD will produce project schedule for review at kick-off meeting. Define submittal dates and periods for City review, update schedule as needed through the course of the project. 1. Up to date project schedule for review at City review meetings. OUTPUT 2. Summary report of project progress. Rye Canyon Road Median Landscape, City Project CIP-21-22-B1018 City of Santa Clarita WORK STATEMENTSECTION 3 DESIGN TASK 3 PRELIMINARY DESIGN PLANS (60% CONSTRUCTION DOCUMENT SUBMITTAL) SUB-TASK 3.1 Prepared with the digital mapping and the studies conducted during Site Investigation, PCLD and its consultants shall develop updated 60% design plans defining the proposed traffic improvements and refurbishment of the planted medians. The intent is to give the City the opportunity to review the new work on the project such as the proposed solutions at the left turn pocket modification areas and any related adjustments to the traffic control plans. The following products will be updated or produced for the 60% Submittal: 1. Project Cover sheet - (1 sheet) Includes sheet index, consultant & utility contact info & General notes. 3. Demolition, Removals & Protection Plans (3 sheets, 1" = 20') (Landscape plans will bypass the 60% CD submittal and incorporate any comments into the 100% submittal.) 1. Hardscape Layout & Planting Plans (3 sheets, 1" = 20') 2. Hardscape, Subsurface Drainage & Planting Details (2 sheets) 3. Irrigation Plans (3 sheets, 1" = 20') 4. Irrigation Details & AB 1881 Water Use Calculations (2 sheets) 5. Bid Schedule updates to match City format - will include itemized costs and function as the preliminary cost estimate to assist with construction budgeting. 6. Technical specification updates, include updates to current Green- book, added sections for left turn pocket modifications. Following review of the 60% Plans and Specifications, the Design Team will meet with the City Project manager to review the City comments and cor- rections before moving to production of the 90% Construction Documents. All City review comments will be processed by PCLD and distributed to the design team. Rye Canyon Road Median Landscape, City Project CIP-21-22-B1018 City of Santa Clarita WORK STATEMENTSECTION 3 SUB-TASK 3.2 CONSTRUCTION DOCUMENTS (90% SUBMITTAL) Following the review of the 60% plans, the design team will move to produce the 90% plans and specifications. The team will make corrections and revisions to the plans per the City 60% comments and will result in nearly complete versions of the listed products below. The following products will be produced for the 90% Submittal: OUTPUT 1. Project Cover sheet - (1 sheet) Includes sheet index, consultant & utility contact info & General notes. 3. Demolition, Removals & Protection Plans (3 sheets, 1" = 20') (Landscape plans will bypass the 90% CD submittal and incorporate any comments into the 100% submittal.) 1. Hardscape Layout & Planting Plans (3 sheets, 1" = 20') 2. Hardscape, Subsurface Drainage & Planting Details (2 sheets) 3. Irrigation Plans (3 sheets, 1" = 20') 4. Irrigation Details & AB 1881 Water Use Calculations (2 sheets) 5. Bid Schedule updates to match City format - will include itemized costs and function as the preliminary cost estimate to assist with construction budgeting. 6. Technical specification updates, include updates to current Greenbook, added sections for left turn pocket modifications. Following review of the 90% Plans and Specifications, the Design Team will meet with the City Project manager to review the City comments and corrections before moving to production of the 100% plans. All City review comments will be processed by PCLD and distributed to the design team. CONSTRUCTION DOCUMENTS (100% SUBMITTAL) SUB-TASK 3.3 Following the review of the 90% plans, the design team will move to produce the 100% plans and specifications. These documents will be completed and submitted to the City for final review of the project by affected City departments and will undergo a constructability review by City Construction Inspector Staff. OUTPUT 1. 100% completed Plans, specifications and estimates for final City review and comment. 2. Issue of final, stamped and signed PS&E for Bid. 3. Digital copy of PS&E documents (AutoCAD & Microsoft Office Suite compatible files) Rye Canyon Road Median Landscape, City Project CIP-21-22-B1018 City of Santa Clarita WORK STATEMENTSECTION 3 TASK 4 BID/AWARD PHASE SUPPORT 4.1 BID SUPPORT SUB-TASKS Assist City during bidding such as RFI responses, plan clarifications and answers to bidder questions. Attend Pre-Bid Meeting ASSUMPTIONS AND SUPPLEMENTAL SERVICES Supplemental Services are beyond the scope of the basic Scope of Ser- vices, and when requested in writing by the Client, shall entail additional compensation beyond the Compensation stated herein. Project Assumptions: The project primarily consists of updating existing 100% PS&E documents to current City of Santa Clarita and Greenbook standards. It is understood that the new left turn modifications as requested in the RFP are the only new design work modifications to be made as part of this PS&E update project. The required City departments have already provided initial red- line comments on the current 100% plans and these comments are the ba- sis for the work and fee as presented in this contract. Significant design de- viations requested by the City or reviewing agencies shall be deemed sup- plemental to the basic scope of work as outlined in this document. Supplemental Services to this Agreement expressly include but are not lim- ited to: Additional Meetings or Agency submittals separate from those listed Design for project locations in addition to those listed Updated Geotechnical Exploration or Soils Testing and Analysis for ag- ronomic purposes Environmental or Biological Study Support Construction Permits & Fees Construction Phase Services Rye Canyon Road Median Landscape, City Project CIP-21-22-B1018 City of Santa Clarita Date: November 18, 2021RYE CANYON MEDIAN LANDSCAPE (AVE STANFORD TO AVE SCOTT) Sub-Consultants (* 10% Administration & Management Mark-up PCLD Services Waived/Not-Included) PrincipalLandscape Landscape PCLD TOTAL HUNSAKER RTF&A Arch.Designer (Civil & Survey) (Pavement TOTAL TASK IDDESCRIPTION Potholing) $ 150175$ 110$ Lump SumLump Sum Task 1PRELIMINARY INVESTIGATION 1.1Review Background Documents 1.1.1Review existing construction documents 41 775$ 1,320$ $ -$ 2,095 Review other documents: utilities, base maps with aerial 1.1.2 41 775$ 1,320$ $ -$ 2,095 photographs 1.2Utility Coordination 1.2.1Utility and Agency coordination 9006$ 680$ $ -$ 1,580 1.3Field Investigation 1.3.1Verify survey horizontal/vertical control points $ -$ 556$ -$ 556 Provide supplemental field survey (left turn pocket extension 1.3.2 at Ave Stanford & left turn pocket at Beale Ct) $ -$ 2,864$ -$ 2,864 Potholing to determine thickness of existing base, concrete 1.3.3and asphalt and review/verification of findings. (Includes 5 locations and traffic control) 1501$ 660$ 5,000$ 810$ $ 7,4002,600$ 5,000$ $ 15,000 Task 1 Subtotal Task 2PROJECT MANAGEMENT 2.1Meetings Project Kick-off with Project Development Team (PDT)- on 2.1.1 42 -$ 660950$ $ -$ 1,610 site Monthly PDT progress meetings (agendas/minutes, assumes 2.1.2 122 2,150$ 1,360$ $ -$ 3,510 4 mtgs., 3 will be at milestone submittals) Consultant coordination/meetings with affected Agencies 2.1.3 6004$ 2,000$ $ -$ 2,600 (assumes 2 mtgs. with agendas/minutes) 2.2Project Management Provide project schedule (milestones, meetings, 2.2.1 deliverables) $ --$ -$ $ - Monthly progress reports (schedule updates, accomplished 2.2.2 tasks, anticipated progress, issues, etc.) $ --$ -$ $ - $ 4,020.003,700$ $ -$ 7,720 Task 2 Subtotal Task 3DESIGN (CONSTRUCTION DOCUMENTS) 3.1Construction Documents (60% Submittal) Landscape plans will bypass the 60% CD submittal and incorporate any comments into the 100% submittal Demolition Plan (left turn pockets at Ave Stanford & Beale 3.1.1 $ -$ 3,298$ -$ 3,298 Ct.) Traffic Control Plan (left turn pockets at Ave Stanford & 3.1.2 Beale Ct.) $ -$ 6,916$ -$ 6,916 Street Improvement Plan(left turn pockets at Ave Stanford & 3.1.3 $ -$ 8,264$ -$ 8,264 Beale Ct.) 3.1.4Costed Bid Schedule 41 4 1,215$ 1,936$ $ -$ 3,151 3.1.5Technical Specifications 61 1,075$ 340$ $ -$ 1,415 Meet with City to review City comments on 60% plans 3.1.6 $ --$ -$ $ - (included above in Task 2- PROJECT MANAGEMENT) $ 20,754.002,290$ $ -$ 23,044 Task 3.1 Subtotal 3.2Construction Documents (90% Submittal) Landscape plans will bypass the 90% CD submittal and incorporate any comments into the 100% submittal Demolition Plan (left turn pockets at Ave Stanford & Beale 3.2.1 $ -$ 1,856$ -$ 1,856 Ct.) Traffic Control Plan (left turn pockets at Ave Stanford & 3.2.2 $ -$ 3,128$ -$ 3,128 Beale Ct.) (left turn pockets at Ave Stanford Street Improvement Plan 3.2.3 $ -$ 4,128$ -$ 4,128 & Beale Ct.) 3.2.4Costed Bid Schedule 41 2 995$ 1,536$ $ -$ 2,531 3.2.5Technical Specifications 61 1,075$ 1,540$ $ -$ 2,615 Meet with City to review City comments on 90% plans 3.2.6 $ --$ -$ $ - (included above in Task 2- PROJECT MANAGEMENT) $ 12,188.002,070$ $ -$ 14,258 Task 3.2 Subtotal Sub-Consultants (* 10% Administration & Management Mark-up PCLD Services Waived/Not-Included) PrincipalLandscape Landscape PCLD TOTAL HUNSAKER RTF&A Arch.Designer (Civil & Survey) (Pavement TOTAL TASK IDDESCRIPTION Potholing) $ 150175$ 110$ Lump SumLump Sum 3.3Construction Documents (100% Submittal) Demolition Plan (left turn pockets at Ave Stanford & Beale 3.3.1 $ -$ 2,056$ -$ 2,056 Ct.) Traffic Control Plan (left turn pockets at Ave Stanford & 3.3.2 $ -$ 1,764$ -$ 1,764 Beale Ct.) Street Improvement Plan (left turn pockets at Ave Stanford 3.3.3 $ -$ 3,528$ -$ 3,528 & Beale Ct.) 3.3.4Update Hardscape Layout & Planting Plan 21 12 1,795$ $ --$ $ 1,795 3.3.5Update Landscape Construction Details 42 740$ $ --$ $ 740 3.3.6Update Irrigation Plans 21 20 2,675$ $ --$ $ 2,675 3.3.7Update Irrigation Details & AB1881 Water Use Calculations - 71 920$ $ --$ $ 920 3.3.8Costed Bid Schedule 41 775$ 1,644$ $ -$ 2,419 3.3.9Technical Specifications 62 1,250$ 740$ $ -$ 1,990 Meet with City to review City comments on 100% plans 3.3.10 $ --$ -$ $ - (included above in Task 2- PROJECT MANAGEMENT) Provide PS&E FINAL BID SET (includes final corrections to 3.3.11100% CDs and AutoCAD & Microsoft Office Suite 61 8 1,955$ 2,012$ $ -$ 3,967 compatible files) $ 11,744.0010,110$ $ -$ 21,854 Task 3.3 Subtotal $ 44,686.0014,470$ $ -$ 59,156 Task 3 Subtotal Task 4BID/AWARD PHASE SUPPORT 4.1Bid Support Assist City during bidding such as RFI responses, plan 4.1.1 - 3 -$ 1,320450$ $ -$ 1,770 clarifications and answers to bidder questions. 4.1.2Attend Pre-Bid Meeting - 2 -$ 340300$ $ -$ 640 $ 1,660750$ $ -$ 2,410 Task 4 Subtotal TOTAL DESIGN FEES (NOT INCLUDING CONSTRUCTION PHASE SERVICES)$ 57,76621,520$ 5,000$ 84,286$ Reimbursable Expenses Bid Set Printing materials - 3 full-size sets of plans on bond for 100% submittal. 1 full bid set on bond for signature. $ 550 Reproduction of all documents, postage and shipping charges requested by the City in addition to those listed above shall be paid for at cost plus 15% handling. $ 550 Reimbursable Expenses Total GRAND TOTAL (INCLUDING TASK 5 & REIMBURSABLE EXPENSES)$ 84,836