may 7, 1998 - sbcagmeetings.sbcag.org/meetings/sbcag/2014/04 april... · administration,...

STAFF REPORT

SUBJECT: Highway 166 Cuyama School Bus Stop Improvements MEETING DATE: April 16, 2014 AGENDA ITEM: 5D STAFF CONTACT: Sarkes Khachek and Fred Luna RECOMMENDATION:

A. Approve the Highway 166 Cuyama School Bus Stop Improvements project and

authorize the Executive Director to f ile the Not ice of Exemption determining that

the project is categorically exempt from the California Environmental Quality Act

pursuant to CEQA Guidelines section 15301.

B. Approve the release of a Request for Qualifications for construction management

services. SUMMARY: A total of $450,000 has been allocated by SBCAG and SLOCOG to environmentally clear, design and construct four school bus turnouts in the Cuyama Valley on Highway 166. Two are located in Santa Barbara County and two in San Luis Obispo County. SBCAG is the lead agency for all of the turnouts. Our consultant team has determined that the project is categorically exempt under CEQA and has prepared a Notice of Exemption that must be filed with the state. A request for qualifications for construction management services is being prepared for release by the board on April 17. Staff is recommending the SBCAG board approve the project and authorize the Executive Director to file the NOE and release the RFQ, contingent on the board’s review of the RFQ which will be attached to the board staff report. The North County Subregional Committee voted to approve these recommendations at its April 2nd meeting. The project would be constructed by the end of the calendar year. DISCUSSION: As part of the project scoping process for the Measure A Highway 166 Safety and Operational Improvements program, projects were identified in the 166 corridor from the Kern County line to Guadalupe. On the east end of the corridor, the highway crosses back and forth into San Luis Obispo County, so some of the priority improvements identified were located in Santa Barbara County and some in San Luis Obispo County. The projects were prioritized by the North County Subregional Committee and Measure A funding was approved for six projects by the SBCAG board in February 2012. Only projects in Santa Barbara County were approved for funding. Based on a recommendation of the North County Subregional Committee, the SBCAG board allocated the Cuyama Area Bus Stop Improvements Project $300,000 of the $3.0 million in Measure A available for Highway 166 for two stop locations in Santa Barbara County. Two of

2

the higher priority locations, east of the schools in the Cuyama Valley, are located in San Luis Obispo County (see Attachment A). The North County Subregional Committee recommended the board request outside funding for the two stops in SLO County. The SLOCOG Board of Directors approved $150,000 in grant funding for their two stops last year. In February, SBCAG and SLOCOG entered into a funding agreement for the $150,000. The SLOCOG funding will be part of the overall funding plan for the Cuyama Bus Stops to help pay for both capital and project support costs that SBCAG will incur from the environmental clearance and consulting engineering being conducted by PSOMAS Engineers. The bus stops will be constructed by SBCAG in state right of way under an encroachment permit issued by Caltrans. Due to the very minor impacts associated with the construction of the four bus stop turnouts, the project has been determined to be categorically exempt under the California Environmental Quality Act. Rincon Consultants, the environmental subconsultant on the PSOMAS consultant team, has prepared both a Categorical Exemption (environmental document) and a Notice of Exemption form (Attachment C). Staff is recommending the SBCAG board approve the project and authorize the Executive Director to sign and file the Notice of Exemption. The NOE will be submitted to the State Office of Planning and Research and the county clerks in Santa Barbara and San Luis Obispo counties. The Categorical Exemption will be submitted to Caltrans when SBCAG applies for an encroachment permit to build the turnouts. With the final design underway and the environmental exemption ready for signoff, SBCAG staff is requesting the Board authorize the release of a request for qualifications to retain a construction management consulting firm. SBCAG staff proposes that a budget be established not to exceed $55,000 for all services necessary to oversight a contractor including, but not limited to, constructability reviews, bidding assistance, inspection, surveying, materials testing, and overall oversight of the work. Attachment B provides a schedule for retaining a construction management firm, completion of design, advertisement and award of the project, and procuring a construction contractor. The schedule shows retention of a construction management firm by June 19 and advertisement of the project for construction bids in August. At the April North County Subregional Committee meeting committee members stressed the importance to both coordinate with the school district and to try and accelerate the project to complete it prior to the school year. Staff is investigating options to accomplish an acceleration of the project and has been discussing the schedule with the superintendent of the Cuyama Unified School District. The project should be constructed by December 2014. COMMITTEE RECOMMENDATION: The North County Subregional Planning Committee unanimously recommended to the Board the approval of the project, authorizing the Executive Director to file the Notice of Exemption for the project, and release a Request for Qualifications for construction management services. ATTACHMENTS:

A. Map of bus stop locations B. Cuyama Bus Stops Construction Schedule C. Notice of Exemption form D. Request for Qualifications for Construction Management Services

State Route 166Cuyama Bus Stops

Attachment B. Cuyama Area Bus Stops Schedule

Activity / Milestone 2014 Dates

Presentation to North County Subregional Committee on Project - Recommendation for Executive Director to sign Categorical Exemption - Recommendation for Issue of RFP for Construction Management

4/2

Board Approval - Categorical Exemption \ Notice of Exemption - Issue of RFP for Construction Management

4/17

SBCAG Signs Categorical Exemption 4/21

RFP Issued for Construction Management Week of 4/21

Submittal Deadline 5/9

Complete Proposal Review/Shortlist Consultants for Interview 5/19

Interviews Week of 5/26

Consultant Selection Determined Week of 6/2

SBCAG Board Approval 6/19

Issue Notice to Proceed to Consultant 6/20

Initiate Constructability Review 6/23

Complete Constructability Review / Boilerplate Development 7/10

Complete 100% PS&E 8/1

Obtain Caltrans Encroachment Permit 8/15

Assist in Bid Document Preparation 8/15

Advertise Construction Contract 8/18

Bid Opening 9/16

Review Bids/Determination of Lowest Bidder (R&R) 9/19

Construction Contract Award by SBCAG Board 10/16

Begin Construction 11/1

End Construction 12/31

Attachment C. Notice of Exemption

To: Office of Planning and Research

P.O. Box 3044, Room 113 Sacramento, CA 95812-3044

County Clerks County of Santa Barbara County of San Luis Obispo

From: Santa Barbara County Association of Governments 260 N. San Antonio Road, Suite B Santa Barbara, CA, 93110

Project Title: State Route (SR) 166 Cuyama Bus Stop Improvements Project

Project Applicant: Santa Barbara County Association of Governments

Project Location – Specific:

Along SR 166 in Santa Barbara and San Luis Obispo Counties at and near New Cuyama and Cuyama from 1.52 miles east of Perkins Road to 1.84 miles west of SR 33. Post miles 72.76 and 70.71 in San Luis Obispo County and 68.49, and 65.82 in Santa Barbara County.

Project Location - County: Santa Barbara and San Luis Obispo

Description of Nature, Purpose and Beneficiaries of Project:

The project is a request by Santa Barbara County Association of Governments to provide paved bus stop pullout areas and advanced warning signage at four existing stops along Highway 166, two in San Luis Obispo County and two in Santa Barbara County. The project, funded by the Road Repair, Traffic Relief and Transportation Safety Program (“Measure A”) and Regional Surface Transportation Program funds, is a component of the State Route 166 Safety and Operational Improvements Project. The project is intended to improve driver awareness of the stops and enhance safety for the pick-up and drop-off of students at the four bus stop locations. Name of Public Agency Approving Project: Santa Barbara County Association of Governments

Name of Person or Agency Carrying Out Project: Santa Barbara County Association of Governments

Exempt Status:

☐ Ministerial (Sec. 21080(b)(1); 15268);

☐ Declared Emergency (Sec. 21080(b)(3); 15269(a));

☐ Emergency Project (Sec. 21080(b)(4); 15269(b)(c));

☒ Categorical Exemption. State type and section number: Class 1; Section 15301 Existing Facilities

☐ Statutory Exemptions. State code number: Reasons why project is exempt: The project would involve minor alterations to existing bus stops and within existing disturbed right-of-way areas. The project would widen roadway pavement into existing dirt/gravel turnouts to provide safer bus turnouts and install advanced warning signage. The project would not result in expansion of use beyond existing conditions.

Lead Agency Contact Person: James Kemp Telephone: (805) 961-8900 .

If filed by applicant: 1. Attach certified document of exemption finding.

2. Has a Notice of Exemption been filed by the public agency approving the project? ☐ Yes ☐ No

Signature: ____________________________ Date: ______________ Title: ____________________

☒ Signed by Lead Agency ☐ Signed by Applicant

Authority cited: Sections 21083 and 21110, Public Resources Code. Date Received for filing at OPR: _______________ Reference: Sections 21108, 21152, and 21152.1, Public Resources Code.

REQUEST FOR QUALIFICATIONS

for

CONSTRUCTION MANAGEMENT SERVICES

for

CUYAMA BUS STOP IMPROVEMENTS PROJECT

April 21, 2014

Proposals Due by 5:00 p.m.

May 9, 2014

260 North San Antonio Road, Suite B

Santa Barbara, CA 93110-1315

(805) 961-8900

Cuyama Bus Stop Improvements Request for Qualifications for Const Mgmt Services

I INTRODUCTION

The Santa Barbara County Association of Governments herein referred to as "SBCAG", is soliciting statements of qualifications from firms that can provide construction support services including administration, constructability review, inspection, surveying, and materials testing for a school bus stop improvement project on State Highway 166 near the community of Cuyama. The project is funded by Measure A, Santa Barbara County’s local transportation sales tax program, and grant funding provided by the San Luis Obispo Council of Governments. SBCAG has developed this project in cooperation with the California Department of Transportation (CALTRANS). The current engineer’s estimate for construction of the project is approximately $300,000. It is expected to take two months to complete construction depending on weather.

II BACKGROUND

In November of 2008, the voters of Santa Barbara County approved Measure A which extended the collection of a one-half percent sales tax for transportation for an additional 30 years. The Measure A Investment Plan specified for voters the projects to be delivered with the estimated $1.05 billion in revenues that would be generated from the extension including $3.0 million to implement safety and operational improvements on Highway 166. SBCAG has identified six priority safety and operational improvements in the 166 corridor to be implemented with the $3.0 million and leveraged matching funds. The construction of four bus stops on Highway 166 (East) in the Cuyama Valley, hereafter referred to as “PROJECT”, is the first of the six projects to reach the construction stage. SBCAG will advertise and award a construction contract and construct PROJECT by obtaining an encroachment permit from CALTRANS. SBCAG has a broad array of responsibilities in addition to administering the Measure A program and its staff of 20 must from time to time be augmented by private consultants when it experiences peak workloads or when specialized expertise is required. For PROJECT, SBCAG has contracted with a consulting firm to prepare the environmental studies and project design. To construct the project, SBCAG now must contract with a firm\team, “hereinafter “CONSULTANT”, that has expertise and experience administering construction contracts in state right of way according to CALTRANS standards and procedures.

SBCAG will designate a Project Manager to interface directly with CONSULTANT. The Project Manager will be SBCAG’s main point of contact for CONSULTANT during PROJECT. SBCAG’s Project Manager will be supported by the Agency Counsel which will be responsible for all legal and contractual issues as they relate to the contracts with construction contractors. Agency Counsel will assist in the review of bid documents such as performance and payment bonds and insurance. SBCAG’s design consultant will remain under contract for the duration of PROJECT to support the Project Manager and construction services CONSULTANT. The organization chart on Attachment A depicts how PROJECT will be administered.

III PROJECT LOCATION AND IMPROVEMENTS

The PROJECT is located on Highway 166 east of US 101. Highway 166 is a two-lane rural highway with traffic volumes that average 3,000 vehicles per day. Highway 166 east of U.S. 101 meanders back and forth between Santa Barbara and San Luis Obispo counties along the Cuyama River which serves as the border between the counties. The communities of Cuyama and New Cuyama, population of 2,500, are located approximately 60 miles to the east of U.S. 101. The area is a remote high desert with an economy centered on agriculture. There are also rock quarries and access point to the Los Padres National Forest in the Cuyama Valley. Local services are limited to a grocery store, hardware store, Post Office, County Parks & Recreation Center, and a Sherriff’s Department satellite office. Major services are located in Santa Maria, 60 miles to the west, and Maricopa, 30 miles to the east. It is in these communities that the Cuyama Unified School District operates three campuses. Over 90% of the students are bused to the campuses. Bus routes extend approximately 20 miles east and west from the campuses, including to Ventucopa which is located along Highway 33. Currently, the school district utilizes up to 10 bus stop locations along Highway 166 with four being the most heavily used. Those locations are shown on Figure 1.


Figure 1

Cuyama Bus Stop Area Location Map

SBCAG has determined Locations 1, 2, 4 and 5 shown on Figure 1 are the highest priority locations to be improved. Two of the bus stop improvements are located in Santa Barbara County and two in San Luis Obispo County. All four proposed sites are within approximately seven miles of each other and within five miles of the campuses and communities of Cuyama and New Cuyama.

SBCAG will complete the design phase and obtain permits for PROJECT by August 2014. SBCAG will advertise and award PROJECT construction contract by October 2014. Construction is anticipated to take two to three months to complete. Because it is likely that the school bus stops will be under construction during the school year, SBCAG, assisted by CONSULTANT, will coordinate with the school district to ensure student safely.

The following pages describe each proposed improvement location including the existing condition, proposed improvements and any special considerations that have been identified.


Location #1

“Boathouse Farms”

(SLO - PM 72.8)

Existing Condition Proposed Improvements

The Site is located in San Luis Obispo County, on the south side of SR 166 at the driveway entrance to Boathouse Farms, between Kirschenmann Road and SR 33.

SR 166 is 30 foot wide at this location with two 12 foot wide lanes and 3 foot wide paved shoulders. Beyond the paved shoulder the area is graded to the property line/fence.

The site is located on a tangent portion of SR 166 with good sight distance in both directions.

The proposed project will construct a paved 15 ft wide shoulder on the east side of the existing driveway entrance. The proposed improvements occur within the existing State right-of-way. The work will entail traffic control, roadway excavation, placement of aggregate base, paving of hot mix asphalt (asphalt concrete), and signage.

The paved area will have a length of 100 feet with a 10:1 taper back into traffic.

Special Considerations, Right of Way Issues and Utilities

The proposed project will require relocation of the existing emergency call box (by others).

The existing State right of way is 60 foot wide centered on the centerline of SR 166. There is an existing property fence with shrubs located approximately 4 foot south of the State right-of-way line.

An overhead electrical line and underground fiber optic cable run parallel to SR 166 on the south side, close to the property line. An emergency telephone pole is located within the State right-of-way and will be in conflict with the proposed improvements.

Location #1


Location #2

“Grimway”

(SLO - PM 70.7)


Site is located in San Luis Obispo County on the north side of SR 166 at the driveway entrance to Grimmway Farms, between Kirschenmann Road and SR 33. SR 166 is 32 foot wide at this location with two 12 foot wide lanes and 4 foot wide paved shoulders. Beyond the paved shoulder the area is graded to the property line/fence.

The site is located on a tangent portion of SR 166 with good sight distance in both directions. The existing State right of way is 60 foot wide centered on the centerline of SR 166. There is an existing property fence offset approximately 5 foot beyond the State right-of-way line.

An underground fiber optic cable and gas line run parallel to SR 166 on the north side. It is not anticipated that these facilities will be in conflict with the proposed improvements.

The proposed project will construct a paved 15 ft wide shoulder on the west side of the existing driveway entrance, to allow for the bus stop.

The proposed improvements occur within the existing State right-of-way. The work will entail traffic control, roadway excavation, placement of aggregate base, paving of hot mix asphalt (asphalt concrete), signage.



Driveway conform paving will be required which will require a permit to enter from the property owner.

The proposed project is not anticipated to require utility relocations.

Location #2


Location #4

“Old Post Office”

SB - PM 68.5


Site is located in Santa Barbara County, on the south side of SR 166 at the driveway entrance to the old post office site, 800 foot west of Johnson Street. SR 166 is 32 foot wide at this location with two 12 foot wide lanes and 4 foot wide paved shoulders. Beyond the paved shoulder the area is graded to the property line/fence. The site is located on a tangent portion of SR 166 with good sight distance in both directions. The existing State right of way is 60 foot wide centered on the centerline of SR 166. An underground fiber optic cable run parallel to SR 166 on the south side. It is not anticipated that this facility will be in conflict with the proposed improvements.

The proposed project will construct a paved 15 ft wide shoulder to allow for the bus stop, on the east side of the existing driveway entrance. The proposed improvements occur within the existing State right-of-way. The work will entail traffic control, roadway excavation, placement of aggregate base, paving of hot mix asphalt (asphalt concrete), signage.





Location #4


Location #5

“Russell Ranch”

SB – PM 65.8


Site is located in Santa Barbara County, on

the north side of SR 166 at the driveway entrance to Russell Ranch farm, 3500 ft west of Bell Road. SR 166 is 32 ft wide at this location with two 12 ft wide lanes and 4 ft wide paved shoulders. Beyond the paved shoulder the area is graded to the property line/fence. The site is located on a tangent portion of SR 166 with good sight distance in both directions. The existing State right of way is 60 ft wide centered on the centerline of SR 166. There is an existing property fence located between 6 and 36 ft north of the State right-of-way line. An overhead electrical line, underground fiber optic cable, petroleum/gas line run parallel to SR 166 on the north side. It is not anticipated that this facility will be in conflict with the proposed improvements.

The proposed project will construct a paved 13.75

ft wide shoulder to allow for the bus stop, on the west side of the existing driveway entrance. The proposed improvements occur within the existing State right-of-way. The work will entail traffic control, roadway excavation, placement of aggregate base, paving of hot mix asphalt (asphalt concrete), signage.





Location #5


IV STATEMENT OF QUALIFICATIONS

SBCAG is seeking a qualified CONSULTANT to assist in implementing the construction phase of PROJECT. CONSULTANT must be able to provide the following: constructability reviews, bidding assistance, contract administration, construction engineering, inspection, surveying / construction staking, and materials testing. SBCAG will only accept a statement of qualifications from a CONSULTANT that has received this Request for Qualifications (RFQ) directly from SBCAG. The SOQ will be evaluated based on percentages shown below in parenthesis for the various sections of the SOQ that CONSULTANT shall submit. The SOQ shall be limited to 20 pages.

A. EXECUTIVE SUMMARY (5%)

CONSULTANT shall provide a brief summary of the qualifications of its firm/team. Included in the Executive Summary shall be an overview of the CONSULTANT’s technical and management approach that will be employed to deliver the PROJECT. CONSULTANT shall also describe their understanding of the PROJECT and the Measure A Program.

B. QUALIFICATIONS AND MANAGEMENT APPROACH (40%)

Identify the proposed team. Provide brief resume summaries of qualifications for all key personnel. Key personnel include the Project Manager, Resident Engineer, and Inspectors as well as lead specialists for materials testing and construction surveying. Resume summaries should focus on experience and qualifications relevant to the PROJECT. Submit an organization chart with key staff members and how they will work together and with SBCAG to complete the PROJECT. Show the use of any subconsultant(s) on the team.

C. SIMILAR PROJECT EXPERIENCE (40%)

Provide a brief description of similar highway construction projects completed by members of the CONSULTANT’s proposed team, in the last five years. Include the following information with each project description:

a. Total constructed project cost b. Description of project c. Project start date d. Project completion date e. Description of services provided f. Total value of services provided g. Budget and schedule performance h. Subconsultants involved i. Name, phone number, and address of the client's Project Coordinator

D. RESOURCES, SUBCONSULTANTS, RATES (15%)

Provide the billing rates or range for each classification of proposed staff members, including subconsultants. CONSULTANT and its subconsultants shall pay employees the applicable prevailing wages as determined by California Department of Industrial Relations and Federal, State and local laws. Provide proposed overhead and profit mark-up percentages and a listing of expected expenses (including subconsultants).


VII CONSULTANT SUBMITTAL INSTRUCTIONS CONSULTANT shall submit four (4) copies of their Statement of Qualifications to SBCAG no later than 4:00 p.m., May 9, 2014, at the following address:

Santa Barbara County Association of Governments Attention: Sarkes Khachek, Project Manager 260 North San Antonio Road, Suite B Santa Barbara, CA 93110-1315 [email protected]

Any inquiries about this RFQ process should also be directed to SBCAG’s Project Manager. A submittal will be determined late if received at any time after 4:00 p.m., May 9, 2014. Late submittals will not be considered and will be returned.

The anticipated schedule of activities related to this solicitation for services is as follows:

Activity Date

RFP Issued ..................................................................... 04/21/14 Proposal Submittal Deadline .......................................... 05/09/14 Evaluation of Qualifications ............................................ 05/12/14 Notification of Short List ................................................. 05/19/14 Interviews (tentative) ...................................................... 05/27/14 Select Top Firm .............................................................. 05/28/14 Submit Cost Proposal .................................................... 06/04/14 Contract Negotiations Complete .................................... 06/11/14 SBCAG Board Approves Agreement ............................. 06/19/14 Notice to Proceed .......................................................... 06/20/14

SBCAG reserves the right to amend the RFQ by addendum. If necessary the submittal deadline for this RFQ will be extended to allow additional time should an addendum be released. This RFQ does not commit SBCAG to procure or contract for services. SBCAG reserves the right to accept or reject any or all submittals received as a result of this request, or to modify or cancel in part or in its entirety the RFQ if SBCAG determines it is in the best interest of the SBCAG to do so.

Notwithstanding any other provision of this RFP, it is the practice of SBCAG to preclude specified firms from providing professional services to SBCAG on certain Measure A projects. These firms are identified as follows:

Any firm, individual, partnership, corporation, association, or other legal entity currently retained for professional services by an owner or developer or any other representative of a real property interest adjacent to, or coincident with, the proposed Measure A project. For purposes of this discussion, "currently retained" shall mean any professional services contract in force on the due date of a technical proposal for the services as described in this Measure A project proposal solicitation, or during the term of the project.

END of RFQ

mailto:[email protected]


ATTACHMENT A

may 7, 1998 - sbcagmeetings.sbcag.org/meetings/sbcag/2014/04 april... · administration,...

Documents