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Agenda Item 14.

City Council Meeting

Meeting Date:	05/19/2020
FROM:	Bill Gallardo

Subject:

Professional Services Agreement with Kimley-Horn for Environmental Phase of Imperial Highway (SR-90) at 57 Freeway Southbound On-Ramp Interchange Improvements Project (CIP 7306)

RECOMMENDATION

Approve Professional Services Agreement (PSA) with Kimley-Horn in the amount of $290,397.85 plus 15% contingency.

BACKGROUND/DISCUSSION

Currently, a southbound single lane on-ramp from Imperial Highway (SR-90) to the southbound SR-57 extends from a dedicated eastbound lane on SR-90. The distance between the State College Boulevard intersection and the ramp divergence point is approximately 400 feet, which often leads to significant traffic queuing during peak hour traffic.

In 2011, the City completed an update to the Transportation Improvement Nexus Program Study (Study) that identified 11 traffic improvement projects throughout the City, which included the Imperial Highway (SR-90) at 57 Freeway Southbound On-Ramp Improvements. The project was to address traffic operation issues on Imperial Highway between Randolph Avenue and the freeway interchange. It would include improvements to the southbound on-ramp to provide for additional queuing on the ramp, lane configuration modifications, traffic signal and overhead signing improvements. The 2011 Study estimated this improvement project to cost $2.5M.

Since this improvement project is entirely within State right-of-way (ROW), the project approach must follow Caltrans standards in project delivery. This delivery method is called the Permit Engineering Evaluation Report (PEER) process. The PEER is required prior to start of any design and construction. The PEER process is intended to streamline the processing of projects, reducing the steps in the project development process and for non-complex projects valued less than $3M in construction cost. This PEER process will save in project development cost and time.

Staff intends to deliver this project in two phases. The first phase involves selecting an engineering firm to prepare the PEER and secure Caltrans' approval through the PEER process. After completion of phase one, phase two would include submitting an application through the Orange County Transportation Authority (OCTA) Measure M2 Call for Project Grants to fund the design and construction of the project. The City has been very successful in past grant applications and has received a letter of support from Caltrans on October 30, 2019 for this project (see attachment B). With a letter of support from Caltrans and an approved Caltrans' PEER, the City is expected to receive a high score in the OCTA Call for Projects.

For Phase One, staff issued a Request for Proposals (“RFP”) for professional design services to complete the Permit Engineering Evaluation Report on December 11, 2019. Two proposals were received from the following firms:

Michael Baker International
Kimley-Horn

The proposals were reviewed and rated based on the firms' relevant design engineering experience, understanding of the scope of work, qualifications of proposed project team, work schedule, and cost effectiveness. Copies of the proposals are on file in the office of the City Engineer. Both firms submitted clear and precise proposals and scored high, but Kimley-Horn stood out for it's recent experiences on similar projects. Kimley-Horn recently implemented over six ramp-widening projects which gives the City the benefit of lessons learned and the latest Caltrans' guidance for increased efficiency in obtaining approvals and delivering the Project.

If the Professional Service Agreement is approved by the City Council, Kimley-Horn is prepared to start immediately following issuance of a Notice to Proceed and to coordinate the work with Caltrans. Upon completion and approval of the PEER Permit, staff intends to submit an application for the design and construction phase of the project in the OCTA Call for Projects.

COMMISSION/COMMITTEE RECOMMENDATION

The Finance Committee at their May 12, 2020 meeting suggested to add the proposal fee from Michael Baker International into the Council report. The proposed fee for Michael Baker International was $298,258. The Finance Committee recommended to proceed to City Council.

FISCAL IMPACT/SUMMARY

A total Project budget of $1.2 Million of Traffic Impact Funds was approved for FY 2019-20 within the CIP. The Project has sufficient funding to complete Phase One of the scope of work as outlined within Kimley-Horn’s proposal in the amount of $290,397.85 plus a 15% contingency. Staff is requesting a 15% contingency based upon past working history of Caltrans in requesting unforeseen scope items. Since this Project is funded by the Traffic Impact Fund (Fund 540) within the CIP, there will be no impact to the General Fund.

RESPECTFULLY SUBMITTED:

William Gallardo, City Manager
Prepared by: Michael Ho, P. E., Deputy Director of Public Works / City Engineer
Concurrence: Tony Olmos, P.E., Public Works Director

Attachments
7306 CIP Map
Caltrans Letter of Support
RFP
Proposal & Fee
Professional Services Agreement