Sidewalk Improvement Contract Approval
ûõ÷îøûóè÷ï
CITY OF ENCINITAS
CITY COUNCIL
AGENDA REPORT
Meeting Date: September 9, 2009
TO:
City Council
VIA:
Phil Cotton, City Manager
Jennifer Smith, Finance Director
FROM:
Peter Cota-Robles, Director of Engineering Services
Kipp Hefner, Associate Civil Engineer
SUBJECT:
Approval of contract with O’Day Consultants for design services to
prepare construction plans and specifications for the Melba Road
Sidewalk Improvement Project. (CMS01E)
BACKGROUND:
Melba Rd., between Nardo Rd. and Bonita Dr., is a two lane residential street that has an
asphalt walkway and asphalt berm that exists along the north side of the street. Currently
no improvements exist along the south side of the street. Since this section of Melba Rd.
is located directly behind San Dieguito Academy and just west of Ocean Knoll Elementary,
a large number of children use this existing walkway to go to and come from school. Years
of runoff from groundwater, irrigation water, and rain water has caused both the asphalt
walkway and asphalt berm along the north side to deteriorate significantly. The
degradation is so severe that the surface of the walkway is uneven and could soon
present a tripping hazard to pedestrians.
During a public workshop for the Bonita Dr. Improvement project on November 13, 2006
several residents along Melba Rd. attended the workshop and requested at that time that
the City replace the asphalt walkway and asphalt berm on Melba Rd. with concrete curb,
gutter, and sidewalk because the existing conditions were a hazard to pedestrians.
ANALYSIS
:
This year the City was able to secure Community Development Block Grant (CDBG)
monies for both design and construction of the Melba Rd. Sidewalk project which will
replace the existing asphalt walkway and asphalt berm along the north side of Melba Rd.
between Nardo Rd. and Bonita Dr. with concrete curb, gutter, and sidewalk. A portion of
the CDBG money is funded through the Federal economic stimulus program (American
Recovery and Reinvestment Act of 2009).
In May 2009 City staff advertised in local news papers and on the City web site soliciting
engineering consultants to submit Statement of Qualifications (SOQ) for the Melba Rd.
Sidewalk project. On May 22, 2009 staff received Statement of Qualifications from twenty
two consultants. After an extensive review process five of those consultants were short
listed and invited back to submit proposals. On July 31 the five short listed consultants
submitted proposals for the project. After reviewing the proposals it was determined that
O’Day Consultants were the most qualified to prepare plans and specifications for the
Melba Rd. Sidewalk project. The following is a breakdown of the cost proposals received
from the five consultants:
1. KOA Corporation $ 96,270
2. PSOMAS $ 97,867
3. O’Day Consultants $ 98,050
4. Harris & Associates $100,992
5. Dokken Engineering $190,000
After discussions with O’Day Consultants it was agreed that instead of O’Day Consultants’
sub-consultant, EEI, preparing the soils report that the City’s geotechnical engineer,
Geopacifica, will prepare the soils report. This reduced O’Day Consultants’ proposal from
$98,050 to $77,100. This will save the City $17,450 after taking into account Geopacifica’s
proposal to prepare the soils report at a cost of $3,500.
O’Day Consultants has substantial experience designing similar projects for the City of
Carlsbad, City of Oceanside, and City of Vista. O’Day Consultants was also the engineer
of work who prepared plans for the City of Encinitas’s Safe Route to School project along
the east side of Balour Dr. from Encinitas Blvd. to Melba Rd., and the north side of Melba
Rd. from Bonita Dr. to Crest Dr. That Safe Route to School project was a successful
project that was completed on time and within budget.
FISCAL AND STAFF IMPACTS
:
There is sufficient funding to prepare the design plans and technical specifications for the
project. $297,000 has already been appropriated for the Melba Rd. Sidewalk Project
(CMS01E). The sources of these funds are Community Development Block Grant money
(CDBG) and Local Safe Route to School money. The following is a breakdown of
estimated costs and existing funds for the project:
Expenses
Design $ 77,100
Soils Report for design $ 3,500
Construction (includes 15% contingencies) $190,000
Construction Staking $ 25,000
Total- $295,600
Funds
CDBG Funds $197,073
CDBG Funds (Federal Stimulus) $ 94,927
Local Safe Route to School Funds $ 5,000
Total- $297,000
RECOMMENDATION
:
It is recommended that the City Council authorize the Director of Engineering Services
to enter into a contract with O’Day Consultants for design of the Melba Road Sidewalk
Improvement Project in the amount of $77,100 and with Geopacifica for preparation of a
soils report in the amount of $3,500.