HomeMy WebLinkAbout9/2/2015 - STAFF REPORTS - 2.S. ;O,P P LM SAS
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•Cg41FORN�P• City Council Staff Report
DATE: September 2, 2015 CONSENT CALENDAR
SUBJECT: APPROVE AMENDMENT NO. 3 TO THE CONTRACT SERVICES
AGREEMENT WITH DOKKEN ENGINEERING IN THE AMOUNT OF
$120,000 FOR ADDITIONAL CONSTRUCTION SUPPORT SERVICES
FOR THE BOGERT TRAIL BRIDGE REHABILITATION PROJECT, CITY
PROJECT NO. 07-03, FEDERAL AID PROJECT NO. BHLS 5282 (026)
FROM: David H. Ready, City Manager
BY: Public Works & Engineering Department
SUMMARY:
Approval of Amendment No. 3 to the professional services agreement with Dokken
Engineering is recommended to include additional construction engineering, mitigation,
and environmental support.
RECOMMENDATION:
1. Approve Amendment No. 3 to Agreement No. 5580 with Dokken Engineering, in the
amount of $120,000, for a total contract amount of $838,985 for the Bogert Trail
Bridge Rehabilitation Project, City Project No. 07-03, Federal Aid Project No. BHLS
5282 (026); and
2. Authorize the City Manager to execute all necessary documents.
BACKGROUND:
In 2005 the Public Works and Engineering Department applied to the California
Department of Transportation ("Caltrans") for federal Highway Bridge Program (HBP)
funding to widen and retrofit the existing Bogert Trail bridge over the Palm Canyon
Wash. Caltrans approved the City's federal HBP grant request, and awarded the City
federal funding for this project. With an estimated total cost of $4.9 Million, the HBP will
provide the project with 88.53% funding — or over $4.3 Million. All federal highway
funds, including HBP funds, are ultimately administered by Caltrans after they are
allocated to local agencies.
On November 14, 2007, the City Council approved an agreement with Dokken
F: EM NO, - �-Cp _
City Council Staff Report
September 2, 2015-- Page 2
Approve Amendment No. 3 with Dokken Engineering (CP 07-03)
Engineering, in the amount of $610,545 for environmental and civil design services for
the Bogert Trail Bridge Rehabilitation Project (City Project 07-03), Federal Aid Project
No. BHLS 5282 (026), (the "Project"). Later, on May 25, 2010, staff administratively
approved Amendment No. 1 in the amount of $8,440 to the agreement with Dokken
Engineering for bridge aesthetic design services. On February 4, 2015 with the Award
of the Construction Contract, Council approved Amendment No. 2 for Dokken to provide
construction engineering and environmental support services that were not included in
the scope of Transtech Engineers' contract, the Construction Management firm selected
for the project.
The City's consultant, Dokken Engineering, previously completed the environmental
studies, construction plans, specifications, and estimates. The Project comprises of the
rehabilitation and minor widening of the existing Bogert Trail Bridge over the Palm
Canyon Wash (Bridge No. 56C-0311), including minor roadway approach
improvements, and all appurtenant work. The Project will retrofit and repair the existing
bridge, and widen the bridge deck width to match the existing roadway width on both
sides of the bridge, including the addition of new sidewalks and accommodating for
future bike lanes.
On May 5, 2010, the City Council approved the bridge aesthetic design concept for the
Project. The approved bridge aesthetic design pays respect to former Mayor Frank
Bogert, and includes Western imagery found in the tooled leather of saddles and boots
and the elaborate engraving on spurs, rowels and bits. Within the bridge parapet, form
liners will be used to create patterns in the concrete that resemble tooled leather.
Engraved metal medallions are included to accent the tooled concrete. Both the
exterior bridge girder and railing will be enhanced through color. The form of the
abutment wing walls will be a stepped face wall that mimics the shape, form, and
pattern of spurs with leather tooling. Color stains that emulate leather patterns found on
Western saddles are included to enhance the pier walls.
The approved aesthetic design concept included the following:
• Decorative, tooled parapet with colored pattern and cut metal applique within the
exterior bridge barriers
• Decorative, tooled parapet with colored pattern within the interior bridge barriers
• Stained and painted tubular steel hand rail
• Decorative stamped and colored concrete sidewalks
• Decorative formed concrete relief at bridge abutments with cut metal applique
• Decorative stained pattern on bridge pier walls underneath the bridge within the
Palm Canyon Wash
On September 16, 2014, the Public Works and Engineering Department received
authorization from Caltrans to proceed with construction of the Project, and on
November 5, 2014, the City Council approved the plans, specifications, and estimates
and authorized staff to proceed with bidding. On February 4, 2015 Council rejected the
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City Council Staff Report
September 2, 2015 -- Page 3
Approve Amendment No. 3 with Dokken Engineering (CP 07-03)
bid protest by the MCM Construction, the second lowest bidder, and awarded the
contract to Powell Constructors.
ANALYSIS:
Additional Construction Engineering and Environmental Support
Staff recommends approval of Amendment No. 3 to the agreement with Dokken
Engineering to incorporate additional environmental and construction engineering
support services, in the amount not to exceed $120,000 for the following reasons:
1) The need for increased environmental monitoring and working with resources
agencies such as the Army Corps of Engineers and Fish and Wildlife Services due to
recent storm events that caused the contractor modify environmental easement fencing.
2) Mitigation costs for impacts to the equestrian businesses that normally travel through
the project site that are now impacted by the construction project.
3) An unusually large amount of Request for Informations (RFIs) submitted by the
Contractor.
4) Assisting with a Notice of Potential Claim submitted by the Contractor.
5) Coordinating the numerous pieces of artwork to be installed on the bridge.
A copy of the amendment with Dokken Engineering is included as Attachment 1.
ENVIRONMENTAL IMPACT:
Section 21084 of the California Public Resources Code requires Guidelines for
Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines
are required to include a list of classes of projects which have been determined not to
have a significant effect on the environment and which are exempt from the provisions
of CEQA. In response to that mandate, the Secretary for Resources identified classes
of projects that do not have a significant effect on the environment, and are declared to
be categorically exempt from the requirement for the preparation of environmental
documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects
include the restoration or rehabilitation of deteriorated or damaged structures to current
standards of public health and safety. Therefore, the Project is considered categorically
exempt from CEQA. On the basis that the Project qualifies for a categorical exemption
under CEQA, staff prepared and filed a CEQA Notice of Exemption on December 1,
2009; a copy of the CEQA Notice of Exemption is included as Attachment 2.
On October 1, 2009, Caltrans, acting as the lead agency pursuant to the National
Environmental Policy Act ("NEPA"), made an environmental determination that the
Project does not individually or cumulatively have a significant impact on the
environment as defined by NEPA and is excluded from the requirements to prepare an
Environmental Assessment ("EA") or Environmental Impact Statement ("EIS'), and has
considered unusual circumstances pursuant to Section 6004 of 23 CFR 771.117(b). On
the basis of this determination under federal delegation pursuant to Chapter 3 of Title
23, United States Code, Section 326 and a Memorandum of Understanding ("MOU")
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City Council Staff Report
September 2, 2015 -- Page 4
Approve Amendment No. 3 with Dokken Engineering (CP 07-03)
dated June 7, 2007, executed between the Federal Highway Administration ("FHWA")
and the state of California, Caltrans has determined that the Project qualifies for a
Categorical Exclusion in accordance with 23 CFR 771.117(d) pursuant to activity (d)(3).
On June 28, 2011, an environmental Re-Validation was issued to include additional
mitigation measures for the Casey's June beetle. On March 14, 2013, an administrative
environmental Re-Validation was approved by Caltrans. Copies of the NEPA
Categorical Exclusion and environmental Re-Validation forms are included as
Attachment 3.
FISCAL IMPACT:
The City has received a federal HBP grant of $4,447,693 for the Project, with $655,786
allocated to the design phase, $119,516 allocated to the right of way phase for the
conservation easement, and $3,672,391 for the construction phase. Previously, the
City budgeted $446,614 from Fund 134 (Measure A Improvements) for the Project. The
Project's overall budget, and incurred expenditures, are identified in Table 1:
Table of Project Costs Amount
HBP Federal Aid Grant $4,447,693
Measure A Fund Prior Year Allocation $446,614
Design Services $618,985)
Project Administration (through 1/15/15 $44,200)
Project Administration Estimated $30,000)
Right of Way $151,780
Construction Engineering & Administration $704,102
Construction Contract $2,487,990
Construction Contingency $248,799
Remaining Balance $608,451
Table 1
Funds to encumber for approval of Amendment No. 3 contract services agreement with
Dokken Engineering in the amount of $120,000 are available from the following
account:
Funds to encumber for Amendment No. 3 with Dokken Engineers' contract in the
amount of$120, are available from the following accounts:
• 261-4491-50244; $106,236 (88.53%)
• 134-4498-50244; $13,764 (11.47%)
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City Council Staff Report
September 2, 2015-- Page 5
Approve Amendment No. 3 with Dokken Engineering (CP 07-03)
SUBMITTED
Prepared by:
Marcus L. Fuller, MPA, P.E., P.L.S.
Assistant City Manager/City Engineer
Approved by:
David H. Ready, Esq,rP .
City Manager
Attachments:
1. Amendment No. 3 to Agreement 5580
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Attachment 1
06
AMENDMENT NO. 3 TO CONTRACT SERVICES AGREEMENT NO. 5580
WITH DOKKEN ENGINEERING
BOGERT TRAIL BRIDGE REHABILITATION, CP#07-03
The following articles of Agreement No. 5580 are hereby amended to read as follows:
SECTION 2.1 Maximum contract amount is amended to Eight Hundred Thirty-Eight Thousand
Nine Hundred Eighty-Five Dollars ($838,985.00).
SCOPE OF SERVICES (Exhibit "A")— Exhibit "A" is amended as follows:
Amend Phase 2, Task 4.0 Design Support Services During Construction.
See the attached Exhibit"A".
SCHEDULE OF COMPENSATION (Exhibit "C") — Exhibit "C" is amended as follows:
Amended Phase 2, Task 4.0 Design Support During Construction.
See the attached revised Exhibit "C".
Purchase Order Number(s): 0000784
Agreement Number: 5580
Original City Council Approval: November 14, 2007
Original Contract Amount: $ 610,545
Amount of Previous Increase(s) $ 108,440
Amount of This Increase $ 120,000
Amended Total: $ 838,985
Account Number(s): 134-4498-50244 $13,764
261-4491-50244 $106,236
SIGNATURES ON LAST PAGE
07
Except as specifically amended by this Amendment No. 3, all terms and provisions of
Agreement No. 5580 remain in full force and effect.
ATTEST: CITY OF PALM SPRINGS,
a California charter city
By:
City Clerk By:
City Manager
APPROVED AS TO FORM:
By:
City Attorney
CONTRACTOR: DOKKEN ENGINEERING
Check one:_Individual_Partnership X Corporation
Corporations require two notarized signatures: One signature must be from the Chairman of Board, President,or any Vice
President.The second signature must be from the Secretary,Assistant Secretary,Treasurer,Assistant Treasurer,or Chief
Financial Officer).
By: By:
Notarized Signature of Chairman of Board, Notarized Signature Secretary,Asst Secretary,
President or any Vice President Treasurer,Asst treasurer or Chief Financial Officer
Name: Name:
Title: Title:
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EXHIBIT "A"
SCOPE OF SERVICES
Phase 2 —Task 4.0 Design Support During Construction as follows:
TASK 4.0 DESIGN SUPPORT DURING CONSTRUCTION
Task 4.1 —Bidding Support Services
Consultant shall assist the City and construction management team during the
construction bidding. Consultant anticipates that the City will administer and coordinate
the bidding procedures for the project. Work associated with this task will include:
• Attending a pre-bid meeting to answer questions from perspective bidders.
• Supporting the City during the bidding process by addressing Contractor inquiries
and issuing addenda if required as the result of bidder inquiries.
• Review the bids after all have been opened.
Task 4.2—Engineering Services
Consultant will be available during construction to respond to questions specifically
related to the design plans and specifications and provide clarification when requested.
As part of this task, Consultant will:
• Attend the project pre-construction meeting.
• Provide consultation and interpretation of construction documents, including
responding to Requests for Information (RFIs)from the Contractor, as required.
• Be available to visit to the jobsite for on-site review of construction progress and
attend construction meetings as requested by the City to resolve any
discrepancies in the contract documents. Dokken Engineering shall bring to the
attention of the Resident Engineer any defects or deficiencies in the work by the
construction contractor which the Consultant may observe. Dokken Engineering
will attend construction field meetings between the Contractor and the Resident
Engineer. Typically occurs every other week.
• Review and comment on contract change orders. Dokken Engineering will
prepare recommended responses to all notice of potential claims and will assist
the Resident Engineer with the resolution of all claims.
• Prepare plan revisions as necessitated by contract change orders.
• Review all submittals and bridge shop plan drawings submitted by the
Contractor. Submittal reviews and shop plan reviews shall be completed within 1
week of receipt.
• Deliver to City within two months of completion of project construction, the final
"As-Built" plans in electronic format using 'red-lined" drawings from the Resident
Engineer. It is assumed that the contractor provides redlines of design changes
that were made in the field.
• Update the City's Quality Assurance Plan (QAP) for federally funded 09
transportation projects to reflect current standards and requirements.
• Provide geotechnical field inspection during the start of pile driving operations.
• Provide source inspections for precast elements.
Task 4.3—Architectural Services
The Architect will provide a material prototype (approx. 17 feet x 2 feet) for the relief
pattern on the bridge parapet. Because the relief pattern repeats, one prototype will be
provided, from which molds or forms can be derived. Material for the prototype will be
coordinated with the form liner manufacturer.
The Architect will provide a material prototype for the basket weave relief pattern located
on the bridge monuments. Prototype material and size will be coordinated with the form
liner manufacturer.
The Architect will supply one small metal medallion prototype and one large metal
medallion prototype for the bridge parapet and wingwalls for fabrication and installation
by the Contractor.
The Architect will review and approve color samples for the bridge stain and railing paint.
Review and approval will include one trip to the site to assess the samples on site with
as-built elements and the bridge surroundings.
The Architect will provide a material prototype for the patterns to be stamped into the
sidewalk on the bridge. Because the pattern repeats, one prototype will be provided.
Material for the prototype will be coordinated with the stamp/form liner manufacturer.
Task 4.4— Environmental Services
Consultant's environmental staff will hold a training session to educate construction
workers and Construction Management (CM) staff of sensitive environmental resources,
conduct any necessary bird nesting surveys, and coordinate with permitting agencies
(this includes renewing permits and fulfilling all reporting requirements). The
environmental staff will periodically be onsite to assist in delineating ESA in the field,
check cleaned equipment prior to initial entry onsite, monitor the crew during "substantial
construction activities" (per the Biological Opinion), assist crews in salvaging native
woody shrubs, monitor clearing and grubbing, inspect any imported fill, oversee
implementation of the re-vegetation plan, and ensure general compliance with the
Environmental Commitments Record (ECR). This work does not include any oversight
for the 5 years of weeding.
Task 4.5—Pre-Construction Clearing and Grubbing
Consultant will provide clearing and grubbing services on the project site prior to the
start of construction in order to minimize the chance of bird nests forming prior to the
start of construction. Prior to construction, Consultant staff will visit the project site up to
three times per week to search for partially formed nests on the bridge structure.
Partially formed nests will be removed. All work will be performed in compliance with the
approved environmental documents and environmental permits. It is assumed that
construction will start on or around March 1, 2015.
END OF EXHIBIT "A" 10
EXHIBIT "C"
SCHEDULE OF COMPENSATION
Tasks listed below are identical to tasks identified in Exhibit A of this Agreement. Payments to
Contractor shall be made no more frequently than monthly, and shall be based on lump sum costs per
task item of work as indicated herein. Lump sum payments shall be made to Contractor based upon
completion of tasks, or pro-rata portions thereof noted below, to a maximum of 75% of the lump sum
task item fee until completion of such task item as determined by the Contract Officer. Each request for
payment shall contain Contractor's statement of the work or tasks completed or portion performed, with
supporting documentation. The determination of payment due shall be made based upon the
reasonable judgment of the Contract Officer.
Task Total
Lump Sum
PHASE 1 - PRELIMINARY ENGINEERING AND STUDIES
Task 1.0, Project Management
Task 1.1, Project Meetings $19,845.00
Task 1.2, Proiect Reports $2,160.00
Task 2.0, Planning and Project Development
Task 2.1, Research and Data Gathering $3,440.00
Task 2.2, Surveys $19,360.00
Task 2.3, Hydraulic & Scour Report $13,220.00
Task 3.0, Preliminary and Concept Plans
Task 3.1, Geometric Approval Drawings $5,020.00
Task 3.2, Right-of-Way Investigations $2,540.00
Task 3.3 Structure Type Selection $6,200.00
Task 4.0, Environmental Approval
Task 4.1, Preliminary Environmental Study (PES) Form $8,030.00
Task 4.2(a), Biological Resources $33,600.00
Task 4.2(b), Cultural Resources $25,600.00
Task 4.2(c), Air Quality Report $7,060.00
Task 4.2(d), Noise Analysis $7,900.00
Task 4.2(e), Initial Site Assessment (ISA) $11,920.00
Task 4.2(f), Water Quality Assessment $7,820.00
Task 4.2(g), Location Hydraulic Study $7,820.00
Task 4.2(h), Biological Assessment(optional) $13,030.00
Task 4.2(i), Section 7 Consultation (optional) $8,550.00
Task 4.2(j), Focused Survey- Casey's June Beetle (optional) $8,580.00
Task 4.3, Environmental Document
Task 4.3(a), Draft Environmental Document $22,920.00
Task 4.3(b), Respond to Comments/Obtain Approval $26,850.00
Task 4.3(c), Mitigation Monitoring Plan $3,760.00
Task 4.3(d), Final Administrative Record $1,870.00
Phase 1 Subtotal $267,095.00
EXHIBIT "C"
(Continued Next Page)
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EXHIBIT "C"
SCHEDULE OF COMPENSATION
Task Total
Lump Sum
PHASE 2 - CIVIL ENGINEERING DESIGN
Task 1.0, Final Design Reports and Studies
Task 1.1. Geotechnical Design Report $50,000.00
Task 2.0, Plans, Specifications & Estimate (PS&E)
Task 2.1, Utility Coordination $4,000.00
Task 2.2, RCFC Coordination $7,010.00
Task 2.3, 35% Details $72,060.00
Task 2.4, 60% Details $78,770.00
Task 2.5, 95% PS&E $83,190.00
Task 2.6, 100% PS&E $13,480.00
Task 2.7. Bridge Aesthetic Design $16,000.00
Task 3.0, Environmental Permitting
Task 3.1 a, Section 401 Water Quality Certification $14,600.00
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Task 3.1 c Section 404 Permit $12,780.00
Task 4.1, Bidding Support Services $3,500.00
Task 4.2, Engineering Services $155,000.00
Task 4.3, Architectural Services $27,500.00
Task 4.4, Environmental Services $20,000.00
Task 4.5, Pre-Construction Clearing and Grubbing $14,000.00
Phase 2 Subtotal $571,890.00
Grand Total of Contract $838,985.00
END OF EXHIBIT "C"
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