TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

DATE: NOVEMBER 3, 2004

SUBJECT: PROFESSIONAL ENGINEERING SERVICES FOR THE FY 04-05, 05-06 OVERLAY AND SLURRY SEAL PROGRAMS

Project Manager: Bindu Vaish

RECOMMENDATION

1. Award a Professional Services Agreement to Willdan Associates, Inc. in an amount of $ 50,776 and authorize staff to spend an additional $ 5,078 for a total authorization of $55,854 for the design services for the FY 04-05 and 05-06 Overlay and Slurry Seal Programs.

2. Authorize the Mayor and City Clerk to execute a Professional Services Agreement with Willdan Associates, Inc.

BACKGROUND

Professional engineering services are required for the FY 04-05 and 05-06 Overlay and Slurry Seal Programs. The required services include field inventory/pavement analysis, civil design, pavement engineering, and project administration. A Request for Proposal (RFP) was sent to five firms capable of providing the needed services. The RFP requested firms to propose a project approach and schedule which is efficient, effective, and meets the project objectives.

The residential roadways that are included in this years project are based upon the Pavement Management Report. Please see attached area maps and a list of the streets included.

ANALYSIS

On September 30, 2004, the City received proposals from three firms. Proposals followed the two-envelope format; one sealed envelope containing the project approach and technical qualifications, the second envelope with the proposed fee. Each technical proposal was evaluated in accordance with the procedures approved by the City Council on March 4, 1997.

The envelope containing the professional qualification of the firm were opened, after this firms were ranked, the envelopes containing proposed fees were opened and reviewed. The project schedule, technical score, and proposed fee for the three firms is summarized below:

FIRM	TECHNICAL SCORE	FIELD INVENTORY FEE	OVERLAY PROGRAM FEE	SLURRY PROGRAM FEE	TOTAL PROPOSED FEE
A&E Consultants, Inc.
	63	$25,000	$60,000	$173,000	$258,000
DMc Engineering, Inc.
	76	$9,920	$75,052	$42,648	$127,620
Willdan Associates, Inc.
	98	$12,664	$28,568	$9,544	$50,776

With respect to technical score the variation between the firms is primarily due to the individuals assigned to the project and the experience of both the firm and individuals assigned to the project, specifically in relation to performing similar work for the City of Rancho Palos Verdes on previous projects.

With respect to the proposed fees, the variation is primarily due to project approach, efficiencies, and the hourly fees. Although the range in fees between the three proposing firms is significant, staff is confident that the proposal from Willdan Associates Inc. includes all necessary services.

Copies of the resumes for key team members for Willdan Associates, Inc., are attached.

CONCLUSION

After evaluating proposals from the proposing firms capable of providing the required engineering services, Willdan Associates Inc., has emerged as the most qualified. Their technical proposal is ranked higher, their fee is lower, and they propose an appropriately aggressive schedule. In addition, Willdan has successfully provided identical services with many of the same individuals for last year’s Slurry and Overlay Programs.

ALTERNATIVES

Reject all the proposals and re-do the Request of Proposal process. Staff recommends against this proposal because it will delay the project, and would likely not result in more favorable proposals.

FISCAL IMPACT

The recommended actions will encumber up to $50,776. The funding sources are the Gas Tax Fund and the Capital Improvement Program Fund. There is adequate funding in the adopted FY 04-05 budget.

Respectfully submitted, Reviewed,

_________________________ _________________________
Dean E. Allison Les Evans
Director of Public Works City Manager

Attachments:
Exhibits indicating overlay and slurry streets
Request for Proposal
Proposal for Engineering Design Services
Fee proposal
Professional Services Agreement