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Home My WebLink AboutSR - C28330 - Lnd Srvying Svcs - Hwy 111 CorridorCITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: Award Contract for Land Surveying Services for a Record of Survey of the Highway 111 Corridor (Project No. 635-08) SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works APPLICANT: Hunsaker & Associates, Inc. 75-400 Gerald Ford Drive, Suite 107 Palm Desert, CA 92211 Attn: Brad Karmann, L.S. DATE: November 20, 2008 CONTENTS: Agreement Proposal and cost proposal Project description and scope of work Vicinity map Recommendation: By Minute Motion: 1. Award Contract No. C28330 for Land Surveying Services for a Record of Survey of the Highway 111 Corridor to Hunsaker and Associates of Palm Desert, CA in the amount of $155,700.00; 2. Approve a 10% contingency in the amount of $15,570.00; and 3. Authorize the Mayor to execute the agreement. Background: Determination of the lines of public right-of-way along the Highway 111 corridor has historically been problematic. Survey records, when they are available, are obscure and inconsistent, and there is insufficient physical survey monumentation in place that delineates the public right-of-way. This information is especially important and relevant during legal actions such as personal injury claims where it is necessary to determine whether an incident occurred on public or private property. Staff anticipates that this problem will likely occur more often now that the City has assumed jurisdiction over Highway 111. In order to improve this situation, Council approved the Land Surveying Services for a Record of Survey of the Highway 111 Corridor (Project No. 635-08) during the fiscal year 2008-2009 budget process. This project will provide for a survey and will place a permanent record on file and place permanent survey monuments in the ground to delineate the public right-of-way lines Award contract Hunsaker for Land Surveying Hwy 111 Corridor Page 2 of 3 November 20, 2008 along the entire Highway 111 corridor within Palm Desert. Additionally, physical survey monuments set on the city limit lines crossing the highway bordering Rancho Mirage and Indian Wells, will clearly mark jurisdiction boundaries for patrol officers and city maintenance crews. This survey will also extend the City's survey control network and improve the positional accuracy of the County of Riverside's Geographic Information System that the City of Palm Desert utilizes. Discussion: City staff issued a request for proposals on September 15, 2008 for Land Surveying Services for a Record of Survey of the Highway 111 Corridor. These services include research of the public records of various public agencies, preparation of a preliminary field survey, aerial photography (including field survey control), setting survey monuments, and filing a Record of Survey with the County of Riverside. The City Surveyor held a mandatory pre -proposal meeting for all prospective consultants on October 1, 2008. Written questions were received from prospective surveying consultants up to 5:00 PM on October 9, 2008. The City Surveyor distributed the answers to all questions received to every prospective consultant in attendance at the mandatory meeting. Proposals were received up to the hour of 3:00 PM on October 21, 2008, at which time staff opened proposals from the following firms: AEI-CASC Consulting of Colton, CA Guida Surveying of La Quinta, CA Hess Survey of Homeland, CA Hunsaker and Associates of Palm Desert, CA JHA Engineering of Palm Desert, CA Ludwig Engineering of San Bernardino, CA MSA Consulting of Rancho Mirage, CA Nolte Associates of Palm Desert, CA Psomas of Riverside, CA RBF Consulting of Palm Desert, CA Rick Engineering of Riverside, CA Stantec Consulting of Palm Desert, CA Tri-State Surveying of La Quinta, CA The proposals were reviewed by a committee comprised of City staff. The committee ranked the proposals numerically on criteria including qualifications of the firm and its personnel, management approach, technical approach specific to this project, and the overall completeness of the proposal packet. A second committee then evaluated the four top -ranked proposals using the same criteria utilized in the first review. Finally, a third review was conducted whereby City G:1PubWorks\Staff Reports120081November 20106 Award Hunsaker Land surveying svcs Hwy 111 635-081Award contract Hunsaker Hwy 111 land surveying 635-08.doc Award contract Hunsaker for Land Surveying Hwy 111 Corridor Page 3 of 3 November 20, 2008 staff evaluated the cost proposals of these four top -ranked firms. Hunsaker and Associates was ranked second in the first -round review and first in the second -round review. A comparison of the cost proposals of the two top -ranked firms revealed the Hunsaker proposal to be a much better value. Hunsaker's cost proposal was closest to the average for all four of the top -ranked firms, and was more than $60,000 less than the average. The cost proposal of the second -ranked firm, MSA Consulting, was greater than $79,000 over the average cost of the top four firms, and more than $140,000 more than Hunsaker's proposal. All firms that submitted proposals are qualified to perform the work. However, Hunsaker's was an excellent proposal that demonstrated thorough knowledge of the project and provided plenty of examples of similar work experience, particularly in the area of preparing and filing Records of Survey. Staff has had a very good previous working experience with Hunsaker. Hunsaker's proposal includes a subcontractor - consultant for the aerial photography (Inland Aerial Surveys) that has an office in Riverside, CA. Fiscal Impact: Funds for this project are available in the Public Works Professional Services Account No. 110-4300-413-3010. Therefore, staff recommends that, by Minute Motion, City Council award the contract for Land Surveying Services for a Record of Survey of the Highway 111 Corridor to Hunsaker and Associates in an amount of $155,700.00; approve a 10% contingency of $15,570.00; and authorize the Mayor to execute the agreement. Prepared By: Depart �•J ./ , A R. Page Garner, L.S. Sr. Engineer/City Surveyor Approva Homer Croy ACM for De Carlos L. Ort City Manager pment Services Mark Greenhvood, P.E. Director of Public Works Paul Gibson Finance Director DENIED OTHER .I1W; DATE" , / / - .Jo - 0 /''e rC tt_JrrY-) ABSTAIN: • VERIFIED BY1.77jir')'1 sm-- G:\Pub WorkslSfaff Reports\20081November 20106 Award Hunsaker Land surveying svcs Hwy 111 636081Awa d c7l nssaner ,Clerk$4}1 T1Tdr suAgyin .�m�