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Home My WebLink About2011-04-12 - AGENDA REPORTS - SR 14 SAND CYN BEAUTIFICATION (2)Agenda Item: 7 CITY OF SANTA CLARITA AGENDA REPORT UNFINISHED BUSINESS City Manager Approval: Item to be presented by: Curtis Nay - DATE: April 12, 2011 SUBJECT: RECONSIDERATION OF STATE ROUTE 14/SAND CANYON ROAD GATEWAY BEAUTIFICATION, PROJECT B3003 AND FEDERAL -AID PROJECT RPSTPLE-5450(059), STATE TRANSPORTATION IMPROVEMENTS PROGRAM - AWARD DESIGN CONTRACT DEPARTMENT: Public Works RECOMMENDED ACTION 1. If the City Council wishes to reconsider this item, the Council must first adopt a motion to reconsider. Thereafter, consider Actions 2, 3, and 4. 2. Award the contract for landscape architecture and engineering design services to Valley Crest Design Group for the State Route 14/Sand Canyon Road Gateway Beautification, Project B3003, in the amount of $229,530, plus a contingency in the amount of $29,318, for a total contract amount not to exceed $258,848. 3. Appropriate $78,264 from Landscape Maintenance District Fund 357 to Expenditure Account B3003357-5161.001. 4. Authorize the City Manager or designee to execute all documents, subject to City, Attorney approval. BACKGROUND At the City Council meeting on March 22, 2011, with consensus of the City Council, staff was directed to agendize this item at the next City Council meeting for reconsideration. This project is federally funded under the State Transportation Improvements Program (STIP) - Transportation Enhancement appropriation. The City applied for a Metro Call for Projects grant for the design of the State Route 14/Sand Canyon Road Gateway Beautification project. The City A'PR VED received the grant in the amount of $133,000, and is using gas tax funds to fulfill a required match of $71,000. The project will install landscaping, hardscape, and irrigation systems along State Route 14 on - and off -ramps and Sand Canyon Road within the City of Santa Clarita and within the jurisdiction of the California Department of Transportation (Caltrans). The footprint of the gateway beautification design will replace approximately six acres of the existing unimproved land that is currently covered with perennial weeds and wild grasses with an aesthetically pleasing variety of environmentally friendly trees, shrubs, and ground cover. As a federally funded project sited within Caltrans right-of-way, careful consideration was made by staff to select the best -qualified firm. .Staff prepared a Request for Proposals (RFP) for this project to obtain the services of a qualified landscape architect and civil engineer design firm. The RFP asked firms to identify their experience working with Caltrans District 7 landscape architects and civil engineers, developing conceptual design details, conducting public outreach with local residents, and preparing complete plans, specifications, and estimates. The consultant will also prepare the Caltrans Stormwater Data Report and all required project reports. The RFP was sent to the firms on the City's Design Consultants List. On October 14, 2010, the following five firms submitted proposals: Ranking Company 1 Valley Crest Design Group 2 Landscape Development, Inc. 3 Pacific Coast Land Design 4 L.A. Group Design Works, Inc. 5 L. Newman Design Group, Inc. Location Design Cost Santa Ana, CA $258,848 Valencia, CA $240,104 Ventura, CA $270,047 Woodland Hills, CA $258,815 Westlake Village, CA $257,906 Based on the review of the consultants' proposals, which included their technical qualifications, understanding the scope of work, Caltrans experience, and references, staff invited three qualified firms to participate in oral interviews with City staff: Valley Crest Design Group Landscape Development, Inc. Pacific Coast Land Design On December 8, 2010, staff conducted oral interviews with the above -listed three qualified firms. Staff prepared a set of interview questions and a rating sheet. The rating of each consulting firm was based on past experience working with Caltrans District 7, public outreach, presentation material, and understanding of the project. Based on the results of the oral interview, Valley Crest Design Group, the highest -ranked firm, scored 92 out of 100 points possible, followed by Landscape Development, Inc. (LDI) and Pacific Coast Land Design (PCLD), 69 and 64 respectively. NO- At the City Council meeting on March 8, 2011, the merits of awarding contracts to local firms was discussed. The second -ranked firm, LDI, is located in' the Santa Clarita Valley with the highest -ranked firm located in Santa Ana. It should be noted that the majority of the work for both companies will be performed by subconsultants with the percentage of work done by the local firms listed below. Valley Crest Design Group came prepared to the oral interview by presenting a site design concept and a plan illustrating landscape opportunities and site constraints. The firm demonstrated the necessary professional qualifications, full understanding of the project, and experience working directly with Caltrans District 7 in obtaining the approval of plans and technical project reports. Valley Crest Design Group also had recent experience working on similar landscape projects with the City, including Magic Mountain Parkway/I-5 Landscape Beautification and the Golden Valley Road Bridge over the Santa Clara River. Although Valley Crest Design Group is not a local company, they are investing locally by hiring local subconsultants for survey, material testing, and electrical engineering support. During the oral interview, staff noted that LDI lacked experience working with Caltrans District 7, did not demonstrate their understanding of the project scope to the extent of the highest -ranked firm (Valley Crest Design Group) failed to place proper emphasis on communication and outreach efforts, and lacked experience working on federally funded projects. In addition, LDI failed to consider key components of required technical reports. LDI is a local company; however, all of their subconsultants are located outside of the Santa Clarita Valley. While the third -ranked firm, PCLD, located in Ventura, completed design of recent successful City projects, they did not have experience working with Caltrans District 7, and did not demonstrate understanding of the project scope. PCLD is not a local company and does not have any local subconsultants on their team. It should be noted that a recommendation to award to either the second or third -ranked firm would require staff to add any deficient tasks to the proposal, thereby increasing their respective amounts. 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 architectural and engineering services based on cost. The City was able to reach an agreement with Valley Crest Design Group at a fair and reasonable price. The proposal amounts include a contingency and tasks necessary to complete the beautification project design. The requested appropriation for additional funds in the amount of $78,264, in addition to the previously budgeted grant/match amount of $204,000, is necessary to provide for the design of the State Route 14/Sand Canyon Road Gateway Beautification project. Landscape Maintenance District funding is available to meet this need. The remaining funds in the amount of $23,416 will cover miscellaneous project costs including staff time and project administration. ALTERNATIVE ACTIONS Other action as determined by the City Council. FISCAL IMPACT Grant funds in the amount of $131,000 (Fund 229) and Gas Tax funds of $71,000 (Fund 230) were previously appropriated for this project. The additional requested appropriation of $78,264 from Landscape Maintenance District Fund 357 will adequately provide for all anticipated design project costs. 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