2010090703 - PPW Job No.10-05 - Blossom Hill Road Improvments Project - BKF Engineers Award BidSOWN Op MEETING DATE: 09/07/10
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!ps GASES COUNCIL AGENDA REPORT
DATE: AUGUST 26, 2010
TO: MAYOR AND TOWN COUNCIL ~//~~ f?
FROM: GREG CARSON, TOWN MANAGER ,~"
SUBJECT: PPW JOB NO. 10-OS -BLOSSOM HILL ROAD IMPROVEMENTS PROJECT
(CHERRY BLOSSOM LANE TO CAMINO DEL CERRO) 471-812-0111
AUTHORIZE THE TOWN MANAGER TO EXECUTE A PROFESSIONAL
ENGINEERING DESIGN SERVICES AGREEMENT WITH BKF ENGINEERS
INC. IN AN AMOUNT NOT TO EXCEED $87,877.
RECOMMENDATION:
Authorize the Town Manager to execute a professional engineering design services agreement
with BKF Engineers Inc. in an amount not to exceed $87,877.
BACKGROUND:
The adopted Capital Irnprovement Program (CIP) for FY 2010/11 - 2014/15 designates funding
for various infrastructure improvement projects for the purpose of improving and enhancing the
quality of life in the community. The Blossom Hill Road improvements are one of the projects
included in the Town's CIP. This project will allow for the widening of Blossom Hill Road
between Cherry Blossom Lane and Camino del Cerro, the reconfiguring of crosswalks at
Blossom Hill and Cherry Blossom, and the installation of sidewalks and bicycle lanes along
Blossom Hill Road. The FY 2010/11 Capital Budget designates funding in the amount of
$90,000 for the design of these improvements.
DISCUSSION:
Blossom Hill Road is a major arterial road in the Town, and is the primary east-west connection
to San Jose and the neighboring communities. Additionally, it is the direct access route to
Blossom Hill Elementary School and Fisher Middle School. The section of Blossonn Hill Road
from Santa Cruz Avenue to Cherry Blossom Lane has already been improved with standard
roadway width, sidewalks, and bicycle lanes, and is within Town limits.
~ __
PREPARED BY: TODD CAPURSO
Director of Parks and Public
Reviewed by: ~_Assistaut Town Manager ~~'Ifown Attorney
Clerk Administrator ~~ finance Community Development
PAGE 2
AUGUST 26, 2010
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO 10-OS -BLOSSOM HILL ROAD IMPROVEMENTS (CHERRY
BLOSSOM LANE TO CAMINO DEL CERRO) 471-812-0111
DISCUSSION (cont'd
Although the section of Blossom Hill Road from Cherry Blossom Lane to Camino Del Cerro is
also within the Town limits, it is also adjacent to neighborhoods within unincorporated areas of
Santa Clara County and the City of San Jose.
Staff has worked over the past several years to secure grant funding for improvements on this
section of Blossom Hill Road (Chevy Blossom Lane to Camino Del Cerro). The Town was not
successful in securing the Safe Routes to School grant from State of California in 2008 for this
project, however, an improved and revised application has been submitted for the 2010 grant
cycle.
The Town Council, as part of the FY 2010-11 budget process, approved funding from the Town
Traffic D2itigation funds for design and construction of the improvements along Blossom Hill
Road from Cherry Blossom Lane to Camuio Del Cerro. If the Town is successful in securing the
Safe Routes to School grant for 2010, the grant funds will be used for the project in place of
Town funds. This approach ensures that much needed improvements will be designed and
conshucted using either funding scenario.
Staff prepared the scope of work for design of this project and solicited cost proposals from three
professional engineering consultants. All tlu•ee of these firms are well qualified and competent
in performing the design services for this project. Bid proposals were received as follows:
• BKF Engineers Inc. $87,877
• Harris & Associates Inc. $90,505
• Nolte Associates Inc. $92,482
The proposal from BKF Engineers Inc. is the lowest cost and fiilly covers the project scope of
design and preparation of construction documents. Staff recommends the award of this contract
to BKF Engineers Inc.
Pending approval of the design contract by the Town Council, staff will then work with the
consultant to meet with property owners within the project limits on Blossom Hill Road, in order
to work cooperatively on the design. Tlris collaborative approach would be to address various
roadway deficiencies while accommodatuig individual property owner's needs.
It is anticipated that project design will be completed by Summer 2011 and construction will
begin in Fall 2011.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a professional
engineering design services contract with BKF Engineers Inc. in an amount not to exceed
$87,877.
PAGE3
AUGUST 26, 2010
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 10-OS -BLOSSOM HILL ROAD IMPROVEMENTS (CHERRY
BLOSSOM LANE TO CAMINO DEL CERRO) 471-812-0111
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c).
A Notice of Exemption will not be filed.
FISCAL IMPACT:
There are sufficient funds available for this project as demonstrated in the table below.
_ _ __ __
Available
Expended/ Proposed ,
_ Budget Nhcumbered Contract ~ Avulable
EY2010/11 Funding To Date Amount .;Balance .;`.
471-812-0111 $ 90,000 $ - $ 87 877 ~ 2,123
TOTALS $ 90,000 $ 87,877 ~~` 2,~~,3
TOTQLk~INDl'I'ORES:BYCA"~'N~G Q12X
Design $ 87,877
TOTALS $ 87,877
Attachments:
1. Consultant Proposal
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t
August 13, 2010
ATTACHMENT 1
Town of Los Gatos
Parks & Public Works Department
41 Miles Avenue
Los Gatos, CA 95031
Attn: Kevin Rohani, P.E., Town Engineer
RE: PROPOSAL FOR CONSULTANT SERVICES FOR PROJECT #10-OS BLOSSOM HILL ROAD
IMPROVEMENTS
Dear Mr. Rohani,
It is with continued interest and excitement that BKF Engineers (BKF) is responding to your request for
proposal (RFP) and submitting this cost proposal pertaining to the Town of Los Gatos Consu/cant Services for
Project #ZO-o3 8/ossom Hill Road Improvements (Cherry 8/ossom Lane to Camino Del Cerro) (Project).
BKF has an excellent reputation of developing roadway design with high quality construction documents and
punctual project delivery. B.KF's ability to perform all the required work in-house results in a stellar history of
performance in delivering roadway projects for our clients. From first-hand experience and interaction on
other projects, you are aware that each member of our team will be committed through the duration of the
Town's Project. To emphasize our commitment, I am proposing to be the Project Manager on the Town of
Los Gatos Project and will personally ensure that the Town's objectives and goals are met.
BKF's experience and success in the development of construction documents is also demonstrated by the
consistency of our design team. The majority of BKF staff has worked together for over 10 years and has
produced over 500 major and minor public projects in California. These projects exceed $1 billion in
construction costs. The stability and project knowledge of the BKF team emphasizes BKF's commitment to
providing exceptional service to the Town of Las Gatos.
BKF Engineers is excited to continue a successful relationship with the Town of Los Gatos. BKF understands
the commitment and resources necessary to deliver the Project. The BKF team and the Town of Los Gatos
have had a great working relationship, and the BKF team is excited to continue to provide our outstanding
level of service to the Town of Los Gatos. We appreciate the opportunity to provide the enclosed proposal
and look forward to working with the Town of Los Gatos in the near future. Please contact Natalina Bernardi
at (408) 467-9100 if any additional information is required.
Very truly yours,
BKF ENG ERS
tali a V. Bern i, P.E.
rinci al and Vi President
1650 7echnalagy Drive, Suite 65Q =San da=e, GA 951 i Q
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BKF Engineers (BKF) is pleased to propose on the Town of Las Gatos Project #10-OS Blossom Hill Road
Improvements (Cherry Blossom Lane to Camino Del Cerro) (Project). The work involved for the project
specifically compliments BKF's skills and expertise. BKF provides a large spectrum of services including civil
engineering, surveying, traffic, land planning and public outreach services for local agencies (including City,
State and Federal), developers, contractors, and corporations. BKF has built a reputation over the last 25
years on its ability to successfully manage, design, and process roadway projects of various scope and size
on schedule and within budget. We understand the commitment and resources necessary to deliver
projects efficiently for the benefit of the public. BKF has the organizational depth of expertise and ability to
draw upon diverse services and staff as a project progresses. BKF's goal is to maintain our long-term
working relationships with our clients by producing accurate, cost-effective work products and delivering
them on schedule.
For the Town's Project, BKF has assembled a project team which will be committed to the success of the
Project. This skilled design team is uniquely qualified and experienced. All the work to meet the goals of
the project will be performed by BKF with the exception of the design of minor retaining walls which will be
provided by Biggs Cardoso Associates (BCA).
BKF has developed a work plan and cost proposal for the development of the Plans, Specifications and
Estimate (PS&E) for Project #10-5. Based on our field review and the project objectives and goals, it is
BKF's understanding that the Town of Los Gatos wishes to improve Blossom Hill Road as follows:
Project # 10-OS Blossom Hill Road Improvements (Cherry Blossom Lane to Camino Del Cerro)
The Town of Los Gatos desires to have continuous bike lanes and sidewalks from Cherry Blossom Lane to
Camino Del Cerro (approximately 3600 linear feet). The addition of the sidewalk facility will connect to the
existing sidewalks. The proposed improvements will be constructed within the existing street right of way.
Given this, excess street width will be used to implement improvements thus requiring the development of
a revised striping plan along Blossom Hill Road to install the proposed bike lanes. Based on a cursory visual
inspection, it appears that sidewalk along the south side of Blossom Hill Road will be constructed from the
existing sidewalk to the east of Blossom Hill Elementary School and continue easterly where it will confirm
to an existing sidewalk to the west of Atwood Road. The proposed sidewalk along the north side of
Blossom Hill Road will be installed from Cherrystone Road to an existing sidewalk to the west of Camino Del
Cerro. The sidewalk alignment may also meander within the project site in order to avoid existing
obstructions while staying within the existing street right of way. The sidewalk will be a minimum of 4-feet
wide and be ADA compliant. In designing the sidewalk improvements, curb and gutter will be installed.
Based on the existing profile of Blossom Hill Road, it is assumed that the storm runoff will flow to existing
catch basins along Blossom Hill Road and at the curb returns of the side streets. It is assumed that the
Blossom Hill Road Improvements are exempted from the current C3 water quality requirements. The design
of the improvements will be considerate of existing conditions including improvements that may have been
built within the street right of way by adjacent property owners. BKF will carefully review the grades at
driveway entrances to private parcels to ensure that there are no negative consequences to the owners.
Based on the existing site grading and working within the existing right of way, small retaining walls may
be required at certain locations along the sidewalk. These walls will be designed by BCA. In addition to
restriping Blossom Hill Road for bike lanes, BKF will evaluate the existing excess paved area to the east of
Blossom Hill Elementary School and provide parallel parking stalls enhance the area.
It is assumed that the Town will provide the required environmental clearance for the Blossom Hill Road
Improvements. Geotechnical exploration will not be included as part of this proposal; it will be assumed
that unusual soil conditions are not present within the project site. Aerial mapping will not be utilized to
develop project base sheets. BKF will use the Town's available site information and supplement available
information with a topographic survey to obtain an accurate base for the design. BKF understands that the
proposed work will be interfacing with several property owners and assist the Town with community
outreach including presenting the project to the community via a public meeting.
The Town desires to have approved bid plans and specification for advertisement so that the construction
of the Blossom Hill Road Improvements may commence in Spring 2011. BKF is committed to meet the
Town's schedule and goals accordingly.
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Bkf
The proposed tasks for the development of the PS&E for the Town's Project are as follows:
Task 1 Projeet Management
BKF's Principal-in-Charge/Project Manager (Project Manager) will be responsible for managing the project
team including the subconsultant team, providing the resources to complete the job, monitoring and
updating the Project budget and schedule, implementing a quality assurance/quality control program and
communicating regularly with the Town and stakeholders. BKF's Project Manager will keep the Town
informed by close communications on a day-to-day basis and be continually available to Town as needed.
To maintain the Project schedule, BKF will act as strategic counsel by flagging issues, providing
recommended solutions for discussion and implementing the accepted action.
BKF will ensure that coordination with the Town and stakeholders is enhanced via focus meetings as
needed. During the PS&E, meetings will take place to review the design and comments at the various
stages of design. For the Blossom Hill Road Improvements project, BKF will be available to assist the Town
with obtaining stakeholder consensus. BFK will attend and present the project to the stakeholders at a
community public meeting.
BKF will provide project management services for each task for the entire duration of the projects. BKF's
Project Manager will be responsible for ensuring that the project tasks are completed in a timely manner to
the satisfaction of the Town.
Task 2 Data Collection
Immediately after receiving the Notice-to-Proceed, BKF will perform Feld investigations and review all
available documentation. We will conduct preliminary investigations and verify right-of-way and utility
locations. This task will consist of compiling, reviewing existing data pertinent to the Project and performing
investigations necessary to verify the Project criteria and scope. Also included are planning phase
activities, identifying supplemental information and surveys, conducting site visits/field review/field trips,
and obtaining information and requirements related to utilities and right-of-way conditions. BKF will include
the following during this task:
Data Collection and Review -BKF will obtain and review available data and information necessary for the
design of the Project. This information may be obtained from the Town and utility companies, or other
organizations. Data to be reviewed includes the following:
o As-built plans
• Utility information
• Survey control data
• Right-of-way information
Site Visits -BKF will conduct frequent site visits to evaluate and document the existing Project site
conditions.
Desion Surveys and Survey Control Data -BKF will provide supplemental design surveying services for the
Project. BKF will review the existing available information and perform additional field surveys necessary to
support the Project design. The survey information will be used to supplement the Project base sheets.
Right of way will be delineated on the base sheets and will be based on record information. It is not
anticipated that right of way boundary resolution will be conducted for the Project.
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BkF
Utility Verification -BKF will perform utility research to map the existing utilities in the Project area. It is
anticipated that utility relocations will be avoided by the project improvement design. This level of effort
will minimize construction costs and ensure the correct placement of the proposed improvements. BKF will:
• Review as-built utility information
• Request utility mapping from all affected utility owners
• Update base mapping with existing utility information
• Submit utility maps to affected utility owners for verification
• Identify potential utility conflicts
Task 3 Preliminary Design
Upon completing the review of available documentation, BKF will initiate the preliminary design process by
evaluating the geometric design that would satisfy the Project need and purpose. The geometric
alignments, both horizontal and vertical, will be developed with sufficient detail to describe the existing and
proposed Project elements. The preliminary design will be developed based on collectively considering
existing features, the existing available right of way, coordination of above and below ground utilities, and
the circulation and installation of bicycle and pedestrian facilities. Based on the review of existing
information and the assessment performed, BKF will develop geometric alternatives including vertical
design information which address the assessment results and the Project goal. The goal of this phase is to
finalize the alignments and develop a conceptual plan for the Town's review. For the Blossom Hill Road
Improvements Project, the conceptual plan can be used in the presentation to the community. The concept
drawings developed will be enhanced to create an exhibit which clearly demonstrates the project features.
The exhibit will be presented to the community in a public forum. The exhibit will delineate pedestrian and
bicycle facilities and the existing right of way line. Typical cross sections can be added to identify features
in relationship to the right of way.
Task 4 65% PS&E Submittal
All components of the final design plans, special provisions and estimate will be included during this task.
With the establishment and review of the geometric design and vertical alignments, design will be
production-oriented for preparation of project plans. The plans will be developed to a 95% level in order to
obtain a thorough understanding of the proposed design features. Development of the following
information will be performed during this task in order to provide a 65% PS&E submittal to the Town:
Title Sheet will be prepared to provide an overview of the project limits and an index of project sheets.
Lavout and Gradino Plans will be prepared on 40' scale plan sheets. Skeleton base sheets will include basic
horizontal and vertical layout information and identify all major construction features. Existing utilities will
be identified on the plans so that potential obstructions can be highlighted to contractors. In addition to
existing utility information, existing drainage facilities will be identified. The plans will identify drainage
modifications, locations of structures and subsurface features. Elevations and details will be provided in
order to establish the construction of the drainage features.
Construction Detail Sheets will identify various elements of work which require additional detail or enlarged
scales.
Sionino and Strioina Plan will be prepared on 40' scale and will delineate the proposed striping and sign
plan. Afield survey will be conducted to develop an inventory of existing signs so that the disposition of
existing signs may be highlighted in the plans.
Stage Construction and Traffic Handlino Plans will be prepared which will address any roadway
modifications needed during the process of constructing the bike lanes and sidewalk. The plans will also
identify construction area signs.
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Specifications will be prepared for all work items necessary for the construction of the Project. BKF will
assemble the specification which shall be in accordance with the Town standards. The Town will provide
the "boiler plate" for the specifications.
Cost Estimates -BKF will review current information available on the Project and conduct an independent
construction cost estimate in order to validate the current estimates and verify funding requirements for
construction of the projects. The cost estimate will identify construction work items, quantities, unit costs,
and summarize the estimated total Project cost.
Oualiy Assurance/Oualiy Control (OA/Q~ -BKF will perform an in-house QA/QC review of the documents
submitted to the City and Caltrans. BKF's quality control review for the 95% submittal will include the
review of the design package for compliance with the governing jurisdictional standards and completeness.
The review will focus on ensuring that the plan elements are clearly delineated. The different project sheets
will present the design in a common manner with no contradictions or variances.
Task 5 !00% PS&E Submittal
BKF will focus on resolving and incorporating all design comments resulting from the 65% submittal. All
gaps in the design caused by changes will be specifically targeted for immediate resolution. Construction
details for the project elements will be finalized as part of this phase of the design process.
With the 65% PS&E comments and completed resolution meetings, the Project plans will be updated for
this submittal. During this task, BKF's experienced Project Manager will closely monitor the progress of the
following critical activities and the progress of finalizing the design. The individual components of the PS&E
will be reviewed for completeness and compliance to standards. A complete, checked set of documents will
be made available. Prior to delivering the 100% submittal, BKF will complete its own in-house quality
control review of all outgoing documents. Cost estimates and schedules will be updated and compared to
the available budget.
Task E Bid Set Submittal
For the Bid Set submittal, BKF will incorporate and resolve any final remaining comments as a result of the
100% submittal in order to produce bid documents which are ready to advertise. All aspects of the design
will be finalized in order to prepare a complete set of final and constructible bid documents.
Prior to completion of the 100% design documents, the design team will conduct additional site
investigations. It is crucial that the design engineers are confident that existing conditions are depicted
accurately in the documents. BKF will conduct a final quality control review on all documents to ensure
that all design elements are thoroughly addressed.
Task 7 Construction Support
BKF will be available to provide design support services during the construction phases BKF's Project
Manager will be responsive to the Town's request to attend required meetings, and be available to answer
RFI's, review submittals and shop drawings and provide drawings or supplemental information for
construction facilitation. At the conclusion of the construction project, BKF can modify the design plans with
the contractor's red-lined mark-ups in order to provide Project as-built documents.
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