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Agenda Item 32.
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| City Council Meeting |
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| Subject: |
| Professional Services Agreement with CPSI for Right-of-Way Acquisition Services for SR-57 / Lambert Road Interchange Improvements, Project 7251 |
| RECOMMENDATION |
| Approve Professional Services Agreement (PSA) with CPSI in the amount of $110,500 plus $22,100 (20%) contingency; totaling $132,600. |
| BACKGROUND/DISCUSSION |
The SR-57 & Lambert Road Interchange Improvements (“Project”) will add a northbound loop on-ramp & realign northbound off-ramp; widen southbound ramps and bridge over the railroad; convert southbound exit ramp to a two (2) lane exit and widen Lambert Road from west State College. The Project will be completed in four (4) construction phases due to construction funding constraints. Phase 1 construction will add the northbound loop on-ramp & realign northbound off-ramp and modify the existing northbound on-ramp north of Lambert Road (East of SR-57). Phase 2 will convert the southbound off-ramp to a two (2) lane exit. Phase 3 will widen the southbound on-ramp and bridge over the railroad. This phase will also widen Lambert Road west of the southbound ramps. The final Phase 4 includes widening of Lambert Road and SR-57 bridge modification on the east side of the freeway, which is part of the Caltrans/OCTA Truck Climbing Lane Project.
Since the design of Phase 1 is substantially complete, staff is now ready to begin the Right-of-Way (ROW) acquisition phase. ROW acquisition for the project will involve a full take and several partial takes. The construction of Phase 1 will require the full acquisition of the existing Carwash on Lambert Road, including partial acquisitions with the adjacent properties east of the Carwash and Olen Point property on the north side of Lambert Road. Phases 2 and 3 construction also require ROW acquisitions. However, all parcels affected in Phases 2 and 3 are owned by the City and OCTA. No ROW take is necessary for Phase 4 construction, other than some potential utility relocations. Preparation of documents (i.e. plat maps) of City’s and OCTA’s parcel to accommodate the Lambert Road widening west of the southbound ramps are also included in CPSI’s proposal (see Attachment A).
In October 2015, the City applied for ROW grant funds through OCTA’s Freeway/Arterial Street Transition (FAST) under the Regional Capacity Program (RCP), which was awarded to the City in 2016. On November 21 2016, staff issued a Request for Proposals (RFP) for ROW Property Acquisition Services for the Project. On January 5, 2017, staff received seven (7) proposals with associated costs from the following consultants:
| Consultant’s Name |
Cost Proposal |
| CPSI |
$110,500 |
| Bender, Rosenthal, Inc. |
$203,420 |
| Paragon Partners, Ltd. |
$87,085 |
| Interwest Consulting Group |
$526,052 |
| Overland, Pacific & Cutler, Inc. |
$123,850 |
| Epic Land Solutions, Inc. |
$199,870 |
| Stadia Reality, Inc. |
$631,081 |
The proposals were reviewed and rated based on the firms’ relevant ROW property acquisition 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.
Even though CPSI's cost proposal was approximately $23,400 higher than Paragon Partners, Ltd’s proposal, CPSI proposal was ranked higher based on the aforementioned rating criteria. Furthermore, CPSI provided a more detailed approach (project specific) and solutions to reduce ROW costs and acquisition timeline. Moreover, CPSI has successfully completed similar ROW Property Acquisitions for the cities of Ontario, Anaheim, Santa Ana, Rancho Mirage, and San Juan Capistrano. Therefore, based on staff evaluation of the proposals and the need to complete the ROW property acquisition, staff is recommending that a PSA for the ROW Acquisition Scope of Work be approved for CPSI.
Since construction funding for Phase I has not been fully secured, CPSI will complete all of the necessary tasks to acquire said properties as part of their scope-of-work, but purchase/easement agreements would not be brought forward for City Council approval until such time construction funding is reasonably anticipated.
If approved, CPSI is prepared to start the ROW acquisition of the Project following issuance of a Notice to Proceed. Staff is anticipating that the ROW acquisition will be completed in June 2018. The current estimated overall ROW cost is approximately $15 million.
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| COMMISSION/COMMITTEE RECOMMENDATION |
| The Finance Committee reviewed staff’s recommendation at their May 30, 2017 meeting and recommended to proceed. |
| FISCAL IMPACT/SUMMARY |
The amount budgeted for ROW in the Seven-Year Capital Improvement Program (CIP) is $14,929,200. CPSI's proposal with a recommended 20% contingency is $132,600. The total budget allocated for ROW services was estimated at $500,000 in FY 2016-17 budget. Therefore, there are sufficient funds allocated for the ROW PSA with CPSI. Below is the summary of ROW budget by Fiscal Year and Funding Source. There is no fiscal impact to the General Fund.
| Funding Sources |
Fiscal Year 2016-17 |
Fiscal Year 2017-18 |
Total |
| OCTA Grant |
$500,000 |
$5,429,200 |
$5,929,200 |
| State Grant |
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*$9,000,000 |
$9,000,000 |
| Total |
$500,000 |
14,429,200 |
$14,929,200 |
*This grant is currently allocated in FY 2019-20 in the State Transportation Improvement Program (STIP). However, a request to advance these funds is allowed with the approval of California Transportation Commission (CTC). Should the request to advance the funds is unsuccessful and funds are needed to complete the ROW acquisitions, there are available funds in the Traffic Impact Fees (Fund 540) to cover any shortfall and the STIP funding will be reprogrammed for construction.
The design of Phase 1 construction for the Project is now significantly complete. In order to construct the Phase 1 improvements, ROW acquisitions of the Carwash parcel (Full take), and partial take of the surrounding parcels on Lambert Road must be acquired. The City issued an RFP for ROW services in November 2016. From the seven (7) proposals received, CPSI submitted the most comprehensive proposal in the amount of $110,500. Additionally, due to various uncertainties with the acquisition process with respect to property negotiations, staff is recommending a 20% contingency within the PSA. Therefore, based on the high rating of CPSI's proposal, staff is recommending the City Council consider approving a PSA (Attachment A) with CPSI to complete the ROW Property Acquisition for the Project in the amount of $132,600. |
| RESPECTFULLY SUBMITTED: |
William Gallardo, City Manager
Prepared by: Raul Lising, P.E., Assistant City Engineer
Concurrence: Steve Kooyman, P.E., City Engineer, Tony Olmos, P.E., Public Works Director
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