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HomeMy WebLinkAboutF-11 - Coast Highway Widening, Bayside Drive to Jamboree Road - Right-of-Way Acquisition_ I a • (79 • TO: CITY COUNCIL FROM: .Public Works Department uy ThE W—i COONCIL CITY OF NEVRORT BEACH SEP 231°35 APPROVED September 23, 1985 CITY COUNCIL AGENDA ITEM NO. F-I1 SUBJECT: COAST HIGHWAY WIDENING, BAYSIDE DRIVE TO JAMBOREE ROAD -- RIGHT-OF-WAY ACQUISITION RECOMMENDATIONS: 1. Approve the two "Request for Proposal" documents as set forth in the attachments. 2. Authorize staff to solicit proposals from prospective consultants. DISCUSSION: The California Department of Transportation (CalTrans) recently authorized the City to engage consultants to proceed with the necessary right- of-way activities to widen Coast Highway in the area from just westerly of Bayside Drive through Jamboree Road. In compliance with procedures for processing Local Agency Federal -Aid projects., the .Request for Proposals (RFP's) must be made part of the public record of the local agency's governing board. Following the selection of consultants by the City, the consultant agreements must be reviewed and approved by the Federal Highway Administration (FHWA). The current reimbursement formula for covered services for Federal -Aid participation is 86% Federal and 14% local funds. Benjamin B. Nolan Public Works Director HH:jd Att. WIN REQUEST FOR PROPOSAL TO PREPARE A RIGHT OF WAY STAGE HOUSING AVAILABILITY STUDY, A RELOCATION ASSISTANCE PROGRAM; TO PROVIDE FOR RELOCATION ASSISTANCE SERVICES AND RIGHT-OF-WAY ACQUISITION FOR WIDENING COAST HIGHWAY NEAR BAYSIDE DRIVE Gentlemen: The City of Newport Beach desires to engage the services of a consulting firm to provide all functions leading to and including the acquisition of right of way, except for appraisals, in accordance with Federal and State requirements. Appraisals will be prepared by an independent fee appraiser and made available to the consultant selected for this work. Consultant should be familiar with "Separation of Functions" per Federal -Aid Highway Program Manual, Volume 7, Chapter 1, Section 3. I. Introduction The City will be considering proposals from several firms. If you choose to submit a proposal, please include your qualifications for performing the work requested. A list of clients (agencies, municipalities) for whom you have completed similar work, including the name, address and telephone number of their principal representative, is also requested. The City of Newport Beach, in conjunction with the California Department of Transportation (Caltrans) and the Federal Highway Administration (FHWA), has prepared an Environmental Impact Statement and preliminary engineering for the widening of Coast Highway between MacArthur Boulevard and the Upper Newport Bay Bridge. The project is included in the Federal Aid Urban (FAU) Program. As a recipient of Federal Aid funds for this project, the City of Newport Beach has adopted a Disadvantaged Business/Woman Business Enterprise (OB/WBE) Program. In this regard, maximum consideration will be given to qualified DB/WBE consultants and/or subconsultants to the extent possible. The alternative selected and approved by FHWA will result in the displace- ment of approximately 21 mobile homes and a laundry facility in the De Anza Bayside. Village Mobile Home Park located at Coast Highway and Bayside Drive. In addition, a partial take of a boat storage yard will also be required at the aforementioned intersection. The underlying fee ownership for the land that the mobile home park and the boat storage occupy is held by The Irvine Company, with the De Anza Corporation holding a long-term lease which extends to the year 2013. With the exception of the mobile home coaches, all improvements on the right -of - 'way take are owned by the park owner. It is anticipated at this time that The Irvine Company will dedicate their interests for the necessary right of way to improve the highway. ASL Consulting Engineers is currently preparing final design plans and right-of-way maps for the City to define precisely the right of way needed for the roadway widening. Toward this end, close coordination between the successful consultant and design engineer will be required. z • • The scope of work to be performed under this contract is to provide re- location assistance and acquire real property in accordance with Federal Program Manuals and/or Federal and State Uniform Relocation Assistance and Real Property Acquisition Policies. Act (AKA Public Law 91-646 and Government Code Section 7260-7274, inclusive) and shall be in conformance with State Standard operating policies as set forth in State's Right -Of -Way Manual. The City will provide the successful proposer with appraisals and title reports for the three parcels and the 21 mobile homes, as required. II. Specific Services Required A. Prepare a Right -of -Way Stage Housing Availability Study and Relocation Assistance Program (RAP) per Federal and State requirements. B. Review title reports, appraisal reports, and other documents to properly negotiate with the property owners, all in compliance with State and Federal regulations. C. Prepare legal descriptions and easements deeds for subject parcels. D. Negotiate for the purchase of the leasehold interest with the DeAnza Corporation, and the purchase and/or relocation of coaches with each property owner of 21 mobile homeowners on behalf of th.e City; all in compliance with State and Federal regulations. Includes preparation of offer and acquisition agreement. E. Provide relocation assistance as required by FHPM, Volume 7, Chapter 5, As a minimum, the following items are to be included: 1. Prepare all written notices, forms, and brochures; and provide ser- vice of notice on claimants. 2. Interview prospective displacees to ascertain relocation require- ments and benefits. 3. Maintain complete, organized, individual logs on each claimant. 4. Search for relocation sites and refer same to displacees, including transportation of clients, if necessary. 5. Inspect replacement dwellings to determine "decent, safe and sani- tary" requirements. 6. Prepare and complete all applicable claim forms. 7. Secure claimant's signatures on all claim forms. 8. Submit all claims to the City. 9. Coordinate all activities with Caltrans. 10. Refer, when appropriate, dislocatees to..respective social service agencies. 3 u • • F. Provide the necessary coordination and consultation with Caltrans personnel to meet the requirements of State and Federal regulations. Caltrans (District 7) will act as the pre -qualified agency on behalf of the City of Newport Beach. As such, Caltrans will supervise, review and approve all functions. G. Acquire right of way as provided above on behalf of the City. The City will, however, handle the delivery of payments for property acquisition and/or incidental costs. IV. Submission of Proposal A. Format Firms desiring to respond shall submit their proposals in sufficient detail to allow for a thorough evaluation and comparative analysis. The proposal shall include as a minimum the following information; 1. Discuss your firm's overall right-of-way acquisition and relocation assistance discipline. 2. Personnel --Identify the persons (include qualification and experience) who lobe responsible for the requested functions. A clear under- standing of Federal and State right-of-way acquisition regulation is a must. 3. Cost --Present a breakdown of the total cost and estimated man -days for each task. Include actual salary., administrative and associated overhead costs, travel and other personnel costs. Provide separate fees for specific services requested in Section II. (See attached sample cost price proposal.) B. Procedures Three copies of the proposal must be submitted. The proposal must be signed by an official authorized to commit the firm, and should include a statement that the contents remain effective for a period of not less than ninety days. C. Criteria for Proposal Evaluation A selection committee comprised of City staff will review and screen all proposals, and interview prospective Consultants at the discretion of the City. Primary regard will be given to cost, technical competence, and creative ability of the Consultant and to the familiarity and past experience with FHWA and CalTrans procedures as demonstrated in the pro- posal and in the individual's resume and references. In addition, if the consultant subcontracts work to other firms, the Proposal shall contain specific information detailing the con- sultant's effort in soliciting Disadvantaged Business/Women Business Enterprise (DB/WBE) participation in the work. Copies of letters investigating possible DB/WBE participation, and responses to those letters should be included where appropriate. A copy of the City's DB/WBE program is available for review at the Public Works Department. 4 • • The Consultant shall comply with regulations relative to nondiscrimi- nation in Federally assisted programs of the U.S. Department of Transportation Title 49, Code of Federal Regulations, Part 21. 0. General Information 1. The agreement for consultant services will be a Local Agency/Consultant agreement approved .by FHWA if fee is over $10,000. The Consultant must be approved by Caltrans and FHWA, and may be required to submit to a State and/or Federal audit. 2. Thus .Request for Proposal does not commit the City of Newport Beach to pay any costs incurred in the preparation of a response to this request. 3. All data, documents and other products used or developed for this project shall remain in the public domain upon completion of the pro- ject. Similarly, all responses to this Request for Proposal shall become the property of the City. 4. The method of payment upon negotiation of a contract shall be monthly payments based upon satisfactory progress and the sub- missions of a request for reimbursement. 5. All proposals should be submitted to: Horst Hlawaty, Project Manager City of Newport Beach Public Works Oepartment P.O. Box 1768 3300 Newport Boulevard Newport Beach, CA 92658-8915 5 • 0 Ii • c� I* DIRECT .LABOR Project Director Staff Engineer Traffic Tech.. Clerical INDIRECT COSTS (Overhead) Overhead Rate EXHIBIT 11-2 1984-1 SAMPLE COST PRICE PROPOSAL HOURS RATE TOTAL $ ' COST DIR€CT COSTS (Except Labor) QUANTITY PER UNIT TOTAL Equipment and Supplies (Itemize) Other Direct Costs (Itemize) FEE (profit.) TOTAL COST $ 6 REQUEST FOR PROPOSAL FOR THE PREPARATION OF AN APPRAISAL REPORT FOR THE ACQUISITION OF LEASEHOLD INTERESTS, MOBILE HOME COACHES AND EASEMENTS FOR WIDENING COAST KIGHWAY NEAR BAYSIDE DRIVE r Gentlemen: The City of Newport Beach desires to engage the services of a consulting firm to prepare an appraisal report leading to the acquisition of right of way in accor- dance with Federal and State requirements. I. Introduction The City will be considering proposals from several firms. If you choose to submit a proposal, please include your qualifications for performing the work requested. A list of clients (agencies, municipalities) for whom you have completed similar work, including the name, address and telephone number of their principal representative, is also requested. The City of Newport Beach, in conjunction with the California Department of Transportation (Caltrans) and the Federal Highway Administration (FHWA), has prepared an Environmental Impact Statement and preliminary engineering for • the widening of Coast Highway between MacArthur Boulevard and the Upper Newport Bay Bridge. The project is included in the Federal Aid Urban (FAU) Program. As a recipient of Federal Aid funds for this project, the City of Newport Beach has adopted a Disadvantaged Business/Woman Business Enterprise (DB/MBE) Program. In this regard, maximum consideration will be given to qualified DB/WBE consultants to the extent possible. The alternative selected and approved by FHWA will result in the displace- ment of approximately 21 mobile homes and a laundry facility in the De Anza Bayside Village Mobile Home Park located at Coast Highway and Bayside Drive. In addition, a partial take of a boat storage yard will also be required at the aforementioned intersection. The underlying fee ownership for the land that the mobile home park and the boat storage occupy is held by The Irvine Company. The De Anza Corporation holds a long-term lease which extends to the year 2013. With the exception of the mobile home coaches, all improvements on the right-of-way take are owned by the park owner. It is anticipated at this time that The Irvine Company will dedicate their interests for the necessary right of way to improve the highway. ASL Consulting Engineers is concurrently preparing final design plans and right-of-way maps to define precisely the right of way needed for the roadway widening:. Toward this end, close coordination between the success- ful consultant and design engineer will be required. The scope of work to be performed under this contract is to provide an appraisal report meeting or exceeding the minimum standards set forth in Federal Prod Manuals and/or Federal and St Uniform, Relocation Assistance and l Property Acquisition Policy t (AKA Public Law 91-646 and Government Code Section 7260-7274, inclusive) and shall be in confor- mance with State standard operating policies as set forth in State's Right of Way Manual. 11. Specific Services Required A. Prepare an appraisal report per FHWA's Federal -Aid Highway Program Manual, Volume 7, Chapter 3, Section 2, and acceptable to Caltrans. The appraisal report shall include fair market value of permanent street and highway easements (three parcels), temporary construction easements, slope easements, leasehold interests and mobile home coaches, as required. B. Provide the necessary coordination and consultation with Caltrans per- sonnel to meet the requirements of State and Federal regulations. Caltrans (District 7) will act as the pre -qualified agency on behalf of the City of Newport Beach. As such, a Caltrans appraiser will review and approve the appraisal report for establishing just compensation before submittal to City for acceptance. III. Condemnation Proceedings In the event the negotiations fail in the acquisition proceedings, the appraiser may be required to appear for the City of Newport Beach in con- demnation proceedings to give testimony. Include hourly rate for time spent in testimony.. IV. Submission of Proposal A. Format Firms desiring to respond shall submit their proposals in sufficient detail to allow for a thorough evaluation and comparative analysis. The proposal shall include as a minimum the following information! 1. Personnel --Identify the persons (include qualification and experience) who will be responsible for the appraisals. A clear understanding of Federal and State policies is a must. 2. Cost --Provide a cost for each parcel and total cost for the ser- vices requested in Section II. Also provide an hourly rate to be charged for time spent in condemnation testimony as specified in Section III above. B. Procedures Three copies of the proposal must be signed by an official authorized to a statement that the contents remain than ninety days. C. Criteria for Proposal Evaluation submitted. The proposal must be commit the firm, and should include effective for a period of not less A selection committee comprised of City staff will review and screen all proposals, and interview prospective Consultants at the discretion of the City. Primary regard will be given to cost, technical competence, z E and to the familiarity and past experience with FHWA and CalTrans proce- dures as demonstrated in the proposal and in the individual's resume and references. The consultant shall comply with regulations relative to non- discrimination in Federally assisted programs of the U.S. Department of Transportation Title 49, Code of Federal Regulations, Part 21. D. General Information 1. The agreement for consultant services will be a Local Agency/Consultant agreement. The Consultant must be approved by Ca.ltrans, and may be required to submit to a State and/or Federal audit. 2. This Request for Proposal does not commit the City of Newport Beach to pay any costs incurred in the preparation of a response to this request. 3. All data, documents and other products used or developed for this project shall remain in the public domain upon completion of the pro- ject. Similarly, all responses to this Request for Proposal shall become the property of the City. 4. The method of payment upon negotiation of a contract shall be monthly payments based upon satisfactory progress and the sub- missions of a request for reimbursement. 0 t 5. All proposals should be submitted to: • Horst Hlawaty, Project Manager City of Newport Beach Public works Department P.O. Box 1768 3300 Newport Boulevard r Newport Beach, CA 92658-8915 3