REQUEST FOR CITY COUNCIL ACTION
DATE: 11/03/2021
TO: Honorable Mayor and City Council Members
FROM: Public Works Department
SUBJECT:
Title
Award a Professional Services Agreement with JMDiaz, Inc. DBA JMD, and approve a Preliminary Engineering Services Agreement with BNSF Railway Company for the Quiet Zone Feasibility Study.
End
EXECUTIVE SUMMARY:
The Corona City Council had requested that Public Works staff present on the possibility of implementing quiet zones at railroad crossings throughout the City to address routine train horn noises at grade crossings that negatively affect citizen quality of life. Staff compiled research on quiet zones and solicited input from neighboring agencies and consulting firms in this field. Staff determined that this undertaking requires unique expertise and would require a consulting firm to complete the study. Staff prepared the Quiet Zone Feasibility Study Request for Proposals and received two responsible proposals. This action is to approve and award Request for Proposals No. 22-022AS for the Quiet Zone Feasibility Project.
RECOMMENDED ACTION:
Recommended action
That the City Council:
a. Award Request for Proposals No. 22-022AS for the Quiet Zone Feasibility Study to J.M. Diaz, Inc., for the total amount of $80,000.
b. Approve a Preliminary Engineering Services Agreement with BNSF Railway Company in the amount of $53,000 for the reimbursement of reviews and work performed by BNSF.
c. Authorize the City Manager, or his designee, to execute the Professional Services Agreement with JMDiaz, Inc. DBA JMD in the amount of $80,000 and approve necessary change orders and amendments up to $8,000, approximately 10% of the contract amount. The total contract amount with change orders is not to exceed $88,000.
d. Authorize the City Manager, or his designee, to execute the Preliminary Engineering Services Agreement with BNSF Railway Company in the amount of $53,000.
e. Authorize the Purchasing Manager to issue a Purchase Order to JMDiaz, Inc. DBA JMD in the amount of $80,000 and a Purchase Order to BNSF Railway Company in the amount of $53,000
f. Authorize the creation of a new Capital Improvement Project titled “Quiet Zone Feasibility Study.”
g. Authorize an appropriation from the Gas Tax Fund (222) to the new Capital Improvement Project titled “Quiet Zone Feasibility Study” in the amount of $141,000.
Body
BACKGROUND & HISTORY:
On April 07, 2021, the City Council requested a future agenda item to discuss railroad quiet zones and to investigate the feasibility of implementing railroad quiet zones to address routine horn noise at grade crossing throughout the City. Traffic Engineering staff began researching railroad quiet zones and solicited input from neighboring cities that had implemented them. From this research, staff determined that, due to the specific nature of this work, a consultant with significant railroad and municipal experience is required to navigate the sensitivities and requirements for implementing quiet zones. Additionally, staff researched the costs for this type of work and gathered estimates in the range of $10,000-$15,000 per grade crossing.
In April 2021, staff presented their findings to the City Council and sought direction for the next steps. The City Council directed staff to solicit a request for proposals for a preliminary quiet zone study that would encompass the City’s six mainline grade crossings and two peripheral spur crossings. Staff prepared a scope of work with the following deliverables for this project: preliminary field investigation of each grade crossing, preliminary quiet zone designs with proposed safety improvements, a diagnostic meeting with the railroad to vet the designs, and a final report to present the findings, designs, and costs.
ANALYSIS:
Traffic Engineering worked with the Purchasing Department to prepare the scope of work and Request for Proposal documents and advertise the package. The RFP was advertised in the Weekly Sentinel and issued via the PlanetBids website on August 23, 2021. Staff also reached out to HDR Inc. and RailPros, consultant firms staff knew were familiar with these studies, and informed them of the RFP. At the close date of September 14, 2021, Purchasing received two responsive, responsible proposals for the project; JMA Civil and JMDiaz, Inc. DBA JMD. Public Works staff reviewed both proposals for adherence to the RFP scope, cost, experience, and expertise.
The proposals were reviewed by three (3) Public Works staff members consisting of two (2) members from Traffic Engineering and one (1) member from the Capital Improvement Projects Division. The following table represents the results from the proposal review team’s rankings:
Staff unanimously selected J.M. Diaz’s proposal for the following reasons: extensive quiet zone experience in neighboring jurisdictions, expertise in rail and quiet zone design, the proximity of firm for site visits and presentations, and ultimately cost-effectiveness. The estimated project cost for a preliminary study of eight at-grade crossings for quiet zone evaluations was approximately $90,000 - $120,000. The proposal received from JMDiaz, Inc. DBA JMD indicates that the study for all eight grade crossings can be completed for $80,000. Staff is also requesting approval of a 10% contingency in the amount of $8,000 should any contract amendment for unforeseen conditions or additional staff requests arise from the project.
The proposal evaluation team unanimously concluded that JMDiaz’s substantial resume of quiet zone experience throughout Southern California and proven track record of working with BNSF made them the preferred choice for undertaking the City’s Quiet Zone Feasibility Project.
As part of the scope of work, JMDiaz will be coordinating with BNSF Railway Company. BNSF requires the City to enter into a Preliminary Engineering Services Agreement with an estimated amount of $53,000 to charge against any reviews or work related to the project.
FINANCIAL IMPACT:
Approval of the recommended actions will result in the creation of a new Capital Improvement Project titled “Quiet Zone Feasibility Study” and an appropriation from the Gas Tax Fund (222) in the amount of $141,000.
|
Fund |
07/01/21 Est. Fund Balance |
Budgeted Revenues/ Sources |
Budgeted Expenditures/ Uses |
Fund Balance Impacts |
06/30/22 Est. Fund Balance |
|
Gas Tax Fund 222 |
$1,911,114 |
$4,176,947 |
($3,572,226) |
Appropriation ($141,000) |
$2,374,835 |
ENVIRONMENTAL ANALYSIS:
This action is exempt pursuant to Section 15061(b)(3) of the Guidelines for the California Environmental Quality Act (CEQA), which states that a project is exempt from CEQA if the activity is covered by the commonsense exemption that CEQA applies only to projects that have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. The requested actions are for approval of a Quiet Zone Feasibility Study, and there is no possibility that approving the agreements and performing the study will have a significant effect on the environment. Therefore, no environmental analysis is required.
PREPARED BY: AARON M. COX, P.E., P.M.P., SENIOR TRAFFIC ENGINEER
REVIEWED BY: SAVAT KHAMPHOU, PUBLIC WORKS DIRECTOR
Attachments:
1. Exhibit 1 - Location Map
2. Exhibit 2 - Professional Services Agreement
3. Exhibit 3 - Preliminary Engineering Services Agreement