HomeMy WebLinkAboutAgenda Report - February 6, 2008 E-06AGENDA ITEM F"40
CITY OF LODI
COUNCIL COMMUNICATION
TM
AGENDA TITLE: Approve Request for Proposals and Authorize Advertisement for
Engineering Services to Prepare a Specific Plan Report for the Harney Lane
Widening Project, %-Mile West of Lower Sacramento Road to 540 Feet West
of Stockton Street
MEETING DATE: February 6,2008
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Approve Requestfor Proposals (RFP) and authorize advertisement
for engineering services to prepare a Specific Plan Report for the
Harney Lane Widening Project ('/Z -mile west of
Lower Sacramento Road to 540 feet west of Stockton Street, see
ExhibitA).
BACKGROUND INFORMATION: Recently completed traffic studies for the Westside, Southwest
Gateway and Reynolds Ranch annexations identify the requirement
to widen Harney Lane to accommodate the increase in traffic as
anticipated in the General Plan. City staff has completed
preliminary geometric studies and conceptual designs for the widening of Harney Lane from a two-lane
urban collector to a four -lane divided arterial (see Exhibit B). These documents provide a framework but
not the final plan for the consultantto prepare a Specific Plan Report, including an appropriate transition
from four lanes at Lower Sacramento Road, west to the General Plan boundary, and the existing two-lane
road in the County.
The consultant will provide several preliminary designs based on the traffic volume data, geometric, and
existing right-of-way and will present these alternatives to the City Council at a Shirtsleeve Session.
Field surveys will be performedto facilitate preparation of accurate alternates. The consultantwill
produce site-specific studies for problem areas, specifically for the right-of-way in the vicinity of the
Lower Sacramento Road and Harney Lane intersection.
Two stakeholder meetings will be held to obtain public input on the roadway designs. The meetings will
allow the consultant to develop recommendations as to the preferred alternative. In the final Specific
Plan Report, the consultant will provide the preferred alternative, identification of the right-of-way
acquisition for each parcel, property modifications, implementation and the cost. The final Specific Plan
Report will be the subject of a public hearing prior to approval by the City Council.
A copy of the RFP is on file in the Public Works Department and is provided in Exhibit C
FISCAL IMPACT: None at this time.
FUNDING AVAILABLE: Measure" K Rene
Richard C. Prima, Jr 1�\
Public Works Director
Prepared by Chris Boyer, Junior Engineer
RCPICBIpmf
Attachments
APPROVED:
Bing, City Manager
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REQUESTS FOR PROPOSALS (RFP) TO PROVIDE CONSULTANT
SERVICES FOR THE DESIGN OF THE WIDENING OF HARNEY LANE
(1/2 -MILE WEST OF LOWER SACRAMENTO ROAD TO 540 FEET WEST OF
STOCKTON STREET)
INTRODUCTION
The City of Lodi (City) is requesting proposals for engineering services to prepare a
Specific Plan Report for the Widening of Harney Lane from '/2 -mile west of
Lower Sacramento Road to 540 feet west of Stockton Street; see Appendix A for a
visual representation. Significant growth in traffic is projected along this three-mile
segment of Harney Lane that will result in increased congestion as development
continues.
BACKGROUND
Harney Lane is situated along the southern edge of the City and functions as an
east/west two-lane urban collector used by local and regional traffic. A number of
project specific Environmental Impact Reports and Traffic Impact Studies have identified
the requirement to widen Harney Lane to a four -lane divided arterial. The City has
completed geometric studies and has prepared preliminary designs at each major
intersection along Harney Lane that are provided in Appendix B. These diagrams are
conceptual and provide an idea of how City Design Standards and traffic studies
analysis are applied to each intersection. The project will be funded by local impact
mitigation fees, regional mitigation fees, Measure "K" Renewal, and developer funds.
APPROACH
The City is requesting engineering services to prepare a Specific Plan Report for the
Widening of Harney Lane. The scope of work will need to include the following
elements:
I. Preliminary Design
a. Traffic volume data, geometries, existing right-of-way and proposed
right-of-way have been provided by the City and should be reviewed by
Consultant.
b. A right-of-way survey of the developed parcels will need to be
performed. The survey will provide information for development of
alternatives for problem areas, specifically the right-of-way acquisition in
the vicinity of the Lower Sacramento Road and Harney Lane
intersection. These alternatives will include various proposals for
driveway access for the residents along Harney Lane, landscaping and
any walls that may need to be built for the residents.
c. Additional surveys will need to be completed after the proposed
alternatives to locate all structures that will be affected by the project.
Harney Lane RFP (11-29-07).doc
II. Stakeholder Meetings
a. Two stakeholder meetings will be held to obtain public input on the
proposed roadway design. These meetings will be held in a facility near
the project site on a weekday evening for the convenience of the public.
Consultant shall secure the meeting site and conduct the meetings. To
advertise the meeting, the Consultant shall provide a direct mailer to
notify property owners and tenants within 300 feet of the project, prepare
a press release, and provide a notice in the local newspaper. The
Consultant shall record, investigate, and answer all concerns and
questions generated during the public meeting.
III. Final Specific Plan Report
a. After the stakeholder meetings, the Consultant will make
recommendations as to the preferred alternative and identify the right-of-
way acquisition for each parcel, property modifications, implementation
and the cost. Property modifications include:
i. Vehicle access
ii. Fences, walls and gates
iii. Landscaping
iv. Building modification or demolition
v. Drainage
b. The consultant will perform a "meet and greet" with each of the affected
property owners to present them the recommended proposal that will be
given to the Council.
c. The consultant will provide AutoCAD drawings (D -size, 20 scale plans)
of individual plot plan parcel maps of developed parcels on a photo
background.
OVERALL PROJECT
After approval from the Council, the City will proceed with the next phase of the project
which is not included in this RFP. It is the intent of the City to retain the same consultant
team to complete the plans, specifications, and estimates for this project. It is
anticipated the project will be designed and constructed in multiple phases. Scope of
services and fees to complete each phase will be individually negotiated at the
appropriate time. The City reserves the right to not continue with the selected consultant
team at its choosing.
I. Design
a. The project will include median landscaping and irrigation, street lighting,
traffic signal modifications, geometric and pavement design and
relocation of utilities are part of the project design. Any relocation of City -
owned utilities will be performed by the contractor as part of the
Harney Lane RFP (11-29-07).doc 2
construction of the improvements. The other utility companies will be
responsible for the relocation of their utilities.
II. Traffic Controls
a. Design of construction traffic controls will be an important part of the
project. It will be essential that disruption to traffic be kept to a minimum
during construction. If the proposed controls require modification to
existing traffic signals, Consultant will include the necessary modifications
in the construction drawings. Consultant shall include detailed design,
signing and striping plans for the various detours required during
construction.
III. Deliverables
a. The Consultant shall prepare: a list of bid items to be included in the bid
documents; special provisions and detailed specifications; and an
estimate of construction costs.
b. The plans shall be prepared in AutoCAD format with layering per City
Standard and the technical specifications must be prepared in MS Word
Office. The Consultant shall provide the City with one reproducible set of
the approved plans, specifications and estimates (PS&E). The City will
be responsible for reproduction for bidding purposes. All drawings, data,
and text files shall also be provided in electronic format.
c. Consultant shall include in their proposal other informal meetings and/or
discussions with City staff, utility companies, businesses, citizens, and
other interested parties as needed to complete the design.
IV. Coordination with Utility Companies and the Woodbridge Irrigation District
(WID)
a. The Consultant shall contact all affected utility companies and the WID at
the beginning of the project to inform them about the project. The
Consultant will meet as required with the various utility companies to
review the proposed design and its impact upon the utilities. The
consultant will determine the approximate time required for utility
relocations and, where necessary, include provisions for utility company
relocation of its facilities prior to or during the construction of the project.
All utilities within the project boundaries should be shown on the
construction drawings.
V. Construction Engineering
a. Assistance During Bidding_ The Consultant shall provide assistance
during the bidding process. Assistance shall include, but not be limited
to, providing clarifications or answers to questions received from
prospective bidders. This assistance could include design revisions if
necessary. The City will send out coordinated responses to all questions
Harney Lane RFP (11-29-07).doc 3
during the bidding period. These services will be contracted at a future
time.
b. Construction Management: The City of Lodi Construction Manager will
be responsible for management of the construction project. Support
services by the Consultant will be provided by separate agreement.
CITY'S RESPONSIBILITIES
The City will be responsible for providing the following:
a. Access to Maps and Records: City will provide Consultant with access
to City maps and records relating to the project.
b. Bid Documents: City will assemble all bid documents and provide all
copies of plans, specifications, and bid documents.
c. Call for Bids and Contract Award: City will administer the call for bids
and submit the recommendation on contract award to the City Council.
d. Construction Contract Administration: City will provide the construction
contract administration.
e. Permit and Licenses: City will pay the necessary permit and license
fees required for the project.
PROPOSAL CONTENT
Proposals shall include a scope of work detailing all tasks and the schedule for
preparation of the Specific Plan for the Widening of Harney Lane. The proposals shall
be limited to 20 pages and include the following:
a. A project approach describing your understanding of the project and the
anticipated services that will be provided.
b. Description of previous projects of similar type, scope, and size.
Specifically, the reconstruction and widening of roadways within heavily
developed areas, including an alternatives analysis. Provide project
name, client, and client contact person and phone number.
c. The Project Team including the principal -in -charge, the project manager,
designers, and all sub consultants. Include an organization chart and
resumes for all team members and indicate recent projects where the
project team has performed similar services.
d. Current workload and future commitments of team members. It is
important that the team members be available to work on this project
throughout the design phase.
e. Statement of qualifications addressing the team's ability to perform the
future work in the design and construction phases.
Harney Lane RFP (11-29-07).doc 4
f. A project schedule identifying all project steps, milestones and their
interrelation.
g. Itemized cost estimate in a separate sealed envelope with a "not to
exceed" price. Costs should be separated by task and staff person.
h. Any additional items that will be needed but have not been listed in this
RFP.
Proposals are due April 4, 2008.
SELECTION PROCESS — SPECIFIC PLAN
Specific Plan proposals received by the City will be reviewed by a Selection Committee.
Proposals will be evaluated based on, but not limited to, the following criteria:
1. Technical Approach
2. Responsiveness of Proposals
3. Consultant and sub -consultant qualifications and experience
4. Local consultant involvement
Selection Committee may select up to three firms for oral interviews. Cost proposals for
those firms selected for an oral interview will be opened after the interviews. The
remaining sealed cost estimates for the firms not selected will be returned unopened.
The Committee may alternatively decide to waive the oral interviews and select a firm
based on their proposal. Once the proposal review/interviews are completed the
Selection Committee will rank the firms.
The City will then negotiate a contract with the top ranked firm. If agreement cannot be
reached, the City will then negotiate with the second ranked firm. The compensation
discussed with one prospective Consultant will not be disclosed or discussed with
another Consultant. Once the Selection Committee has made a final selection and
negotiated a price for the work, it will recommend the selection to the City Council for
approval. The City reserves the right to reject all proposals.
An optional pre -proposal meeting will be held on Wednesday, March 5, 2008 for all
interested Consultants. The purpose of this conference is for City Staff to provide a
general overview of the RFP requirements, including the RFP process and timeline.
Attendees are encouraged to ask any questions at this meeting. All questions and
answers will be recorded and distributed to all interested Consultants.
CONTRACT
A copy of the City of Lodi Standard Consultant Agreement is attached in Appendix E and
will be used for this project.
Harney Lane RFP (11-29-07).doc 5
Greg Costa
am
From: "Greg Costa" <costasquad@verizon.net>
To: <cityclerk@lodi.gov>; <lhansen@lod[,gov>; <shitch cock@lcdi.gov>; <bjohnson@lodi,gov>;
<pkatzakian@[odi.gov>; <jmounce@iodi.gov>
Sent: Wednesday, October 17,2007 8:10 AM
Subject: Harney Lane Traffic Impact on Business and Properly
Dear Mayor and Council Members,
My parents- Felix and Lola Costa -own the properly on the southeast comer of Harney and West Lane.
Recentlyfor the fourth time in two years a car smashed into the chain linkfence surrounding the property.
Usually these cars are heading south on Hutchins Street and turning east onto Harney Lane. The drivers are
leaving the City of Lodi but crashing into our fence in San Joaquin County's jurisdiction.
Would the City of Lodi consider lowering the posted speed limits on Hutchins Street as well as Harney Lane?
Could the City of Lodiwork with San Joaquin County to decrease the posted speed limit on West Lane to 45 MPH
one-half mile south of Harney Lane? We have witnessed an increasing number of "close calls" at the Hamey 1
West Lane intersection as a whole.
Also Lodi's growth and new development has significantly increased the traffic "Intensity" on Hamer Lane. The
City will be addressing this situation with various road projects in the near future. A majorconcern for us is
disruption of our peak seasonal farming activities.
r
My parents have farmed and packed cherries on their property at Harney and West Lane for fifty years. We
require easy ingress and egress to the ranch. Employees and trucks leaving our West Lane entrances usually
turn at Harney Lane. Shutting down or limiting traffic on Harney Lane during the period from late April to late June
would be an extreme hardship on our business. Performing Harney Lane improvements at times other than
cherry season is essential.
Please contact me if you've questions or comments on the above concerns. Any efforts to address these
situations are appreciated.
Regards,
Greg Costa cell 993-2982 costasquad@vedzon.net
1/28/2008