MEMORANDUM TERESA MCCLISH, COMMUNITY DEVELOPMENT DIRECTOR JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER

Transcription

1 MEMORANDUM TO: FROM: BY: CITY COUNCIL TERESA MCCLISH, COMMUNITY DEVELOPMENT DIRECTOR JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER SUBJECT: CONSIDERATION OF A FOURTH AMENDMENT TO AGREEMENT FOR CONSULTANT SERVICES WITH QUINCY ENGINEERING, INC. FOR THE BRIDGE STREET BRIDGE PROJECT DATE: APRIL 25, 2017 RECOMMENDATION: It is recommended the City Council: 1. Approve a Fourth Amendment to the Agreement for Consultant Services ("Fourth Amendment") with Quincy Engineering, Inc. to include additional services at no increased cost for the subject project; and 2. Authorize the Mayor to execute the Fourth Amendment. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The City has been successful in securing 100% funding through the Local Highway Bridge Program (HBP) funds for the Bridge Street Bridge project. There are no additional impacts anticipated to staff time or resources. BACKGROUND: On May 22, 2012, the Council approved an agreement with Quincy Engineering, Inc. for design phase services for the Bridge Street Bridge project. Subsequently, three additional amendments to the Agreement for Consultant Services have been executed. ANALYSIS OF ISSUES: The original scope of services was geared more towards a bridge replacement project based on assumptions about the bridge at project initiation. Therefore, the original geotechnical investigation was centered around one boring at the abutment foundations. Now that the project has been identified to be a rehabilitation project and the intent is to keep the same span length of the historic truss, a pier will remain in the creek. This support type has a much higher axial load which requires the depth of the foundation to be deeper than was originally anticipated for the abutments. This required the geotechnical firm to revisit the site and extend the previous exploratory boring to a Item 9.h. - Page 1

2 CITY COUNCIL CONSIDERATION OF A FOURTH AMENDMENT TO AGREEMENT FOR CONSULTANT SERVICES WITH QUINCY ENGINEERING, INC. FOR THE BRIDGE STREET BRIDGE PROJECT APRIL 25, 2017 PAGE 2 deeper depth to capture important soil information and reduce potential risks to the City during construction. To allow for this additional geotechnical work, it was proposed that budget be reallocated from unspent budget from another task within the contract and does not change the total contract amount. ALTERNATIVES: The following alternatives are provided for the Council s consideration: 1. Approve a Fourth Amendment to the Agreement; 2. Do not approve a Fourth Amendment to the Agreement; or 3. Provide direction to staff. ADVANTAGES: Approval of the Fourth Amendment will allow for additional geotechnical work, which will provide important soil information during design which will help reduce potential risks to the City during construction. Bringing the Bridge Street Bridge up to standard loading conditions will remove the 3-ton maximum load limit and would allow fire and delivery trucks to utilize Bridge Street as a route. DISADVANTAGES: Some traffic related disruption within the Village will be present during construction activities. ENVIRONMENTAL REVIEW: The Preliminary Engineering work being requested in this staff report includes environmental studies and National Environmental Policy Act (NEPA) approval with Caltrans as the lead agency. The City will be the lead agency for California Environmental Quality Act (CEQA) approval. The respective environmental determinations and documents will be circulated for public review and presented to Council with the draft project report. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the City s website in accordance with Government Code Section Item 9.h. - Page 2

3 Item 9.h. - Page 3

4 Jill McPeek March 16, 2017 Capital Improvement Project Manager City of Arroyo Grande Department of Community Development 300 East Branch Street Arroyo Grande, CA Re: Bridge Street Amendment 4 No cost change task reallocation to cover out of scope work Dear Ms. McPeek, As the City is aware, the original scope of work was geared more towards a Bridge Replacement Project, as that was the direction from Caltrans. Thus, the original geotechnical investigation was centered around placing one boring (To supplement the original Earth Systems Borings) to an assumed depth associated with abutment foundations. As the Bridge Rehabilitation Project gained momentum and the intent was to keep the same span length of the historic truss, this resulted in having to place a new pier down in the creek. This support type has a much higher axial load which requires the depth of the foundation to be deeper than was originally anticipated for abutments. Abutments utilize a pile footing that distributes load to many smaller piles. As a result, the load per pile is lower. High scour values prevent the use of a pile footing at the Pier so a single large diameter pile that takes all the load is necessary. Therefore, Fugro must go back out to the field and extend their previous exploratory boring to a deeper depth to capture important soil information and reduce potential risks to the City during construction. It is Caltrans practice to extend the test borings deeper than the proposed foundations which is not currently the case for the Pier 2 pile location. Quincy would like to propose reallocating budget that will be left over from an existing task to supplement this additional geotechnical work. Quincy proposes to reallocate funds in the manner outlined below. This will allow for out of scope work to be completed while not changing the total contact amount. Phase 1 Out of scope work has been requested for the following Phase 1 contact tasks: Task 5 Geotechnical Quincy has been coordinating with Fugro regarding existing boring information and how best to utilize this information in the design of the new pier located down in the creek. This will require additional analysis of the foundation as well coordination with the geotechnical subconsultant. This also requires extending one of the existing borings as defined in the memorandum dated March 13, 2017 from Fugro for extending DH 101. Fugro s extra scope of work is outlined in this memorandum. Though this additional scope of work could have been identified under Task 18 of Phase 2, it is suggested that this scope of work be added to Phase 1 Geotechnical so that the reallocation of dollars under Phase 1 results in the same total contract amount of Phase 1. Item 9.h. - Page Cobblerock, Drive Suite 100 Rancho Cordova, CA P: F:

5 Total Phase 1 out of scope request is $10,200 The following Phase 1 contract task will be delivered under budget: Task 7 Environmental Clearance Though we have not completed the environmental clearance phase, the project is at a point where it is clear that there will be budget leftover on this task. I have spoken with SWCA regarding their remaining deliverables under this task and at this point we have concluded its safe to reallocate the amount necessary. Quincy is requesting that $10,200 of SWCA s budget be reallocated to the other task specified above. Total Phase 1 under budget task reallocation request is $10,200 A detailed budget is attached to track the proposed budget supplements and reallocations. The total phase 1 contract amount remains unchanged. This supplemental agreement request represents extra work required to complete the project and a reallocation within the existing budgets. We are very sensitive to budgetary constraints facing public agencies and have always attempted to present the most efficient solution to the City on this project. Please give me a call to discuss any questions or comments you may have on this proposed addendum. I can be reached at (916) Sincerely, Quincy Engineering, Inc. Mark L. Reno, P.E. Project Manager Attachment Cc: File Item 9.h. - Page 5 Page 2 of 2

6 Quincy Engineering Budget Status Report Phase 1 Project: A Bridge Street Bridge Replacement Project (City of Arroyo Grande) Job/ Task No. DESCRIPTION Task Budget Following July 2016 Reallocation Expenditures Job to Date Previously Billed Current Period Date: Consultant: Status Report For Project No.: Invoice Period (Date Ending): Summary Page #: Original Budget Remaining Existing Budget to be reallocated Revised Task Budget March 16, 2017 Quincy Engineering Inc. A /28/17 1 of 2 Revised Budget Remaining 1 Project Management $ 43, $ 43, $ 43, $ $ 3.88 $43, $ Topographic Survey Quincy $ 2, $ 2, $ 2, $ $ $2, $31.68 McMillan $ 23, $ 16, $ 16, $ - $ 6, $23, $6, Task 2 Subtotal $ 25, $ 18, $ 18, $ $ 6, $25, $ 6, Prelim Engr/Feasibility Study $ 80, $ 80, $ 80, $ - $ $80, $ Hydraulics Quincy $ 6, $ 6, $ 6, $ - $ $6, $17.39 WRECO $ 22, $ 21, $ 21, $ - $ $22, $ Task 4 Subtotal $ 28, $ 27, $ 27, $ - $ $28, $ Geotechnical Quincy $ 4, $ 4, $ 3, $ $ $2, $6, $2, Fugro $ 18, $ 17, $ 17, $ - $ $8, $26, $8, Task 5 Subtotal $ 22, $ 21, $ 21, $ $ $22, $11, Utility Coordination $ 7, $ 3, $ 2, $ $ 4, $7, $4, Environmental Clearance Quincy $ 19, $ 19, $ 18, $ $ $19, $ SWCA $ 192, $ 99, $ 99, $ - $ 92, ($10,200.00) $181, $82, Task 7 Subtotal $ 211, $ 118, $ 118, $ $ 92, $211, $82, Bridge Architecture Quincy $ 15, $ 15, $ 15, $ - $ 7.29 $15, $7.29 The HLA Group $ 2, $ 2, $ 2, $ - $ - $2, Donald McDonald $ 9, $ 7, $ 7, $ - $ 2, $9, $2, Task 8 Subtotal $ 27, $ 25, $ 25, $ - $ 2, $27, $2, Public Outreach Quincy $ 18, $ 18, $ 17, $ $ 4.33 $18, $4.33 Lisa Wise Consulting $ 6, $ 6, $ 6, $ - $ - $6, Task 9 Subtotal $ 24, $ 24, $ 24, $ $ 4.33 $24, $ Project Report $ 10, $ 10, $ 10, $ - $ $10, $ (ODC) QEI $ 7, $ 4, $ 4, $ - $ 2, $7, $2, TOTAL PHASE 1 INVOICE $ 489, $ 379, $ 376, $ 2, $ 109, $489, $109, Item 9.h. - Page 6 Budget Tracking_ February 2017 Phase 1 Addendum.xls 3/16/2017 2:28 PM

7 Quincy Engineering Budget Status Report Phase 2 Project: A Bridge Street Bridge Replacement Project (City of Arroyo Grande) Job/ Task No. DESCRIPTION Task Budget Following July 2016 Reallocation Expenditures Job to Date Previously Billed Current Period Date: Consultant: Status Report For Project No.: Invoice Period (Date Ending): Summary Page #: Budget Remaining Existing Budget to be reallocated Revised Task Budget March 16, 2017 Quincy Engineering Inc. A /28/17 2 of 2 Revised Budget Remaining 12 Project Management $ 44, $ 26, $ 25, $ $ 17, $44, $17, Utility Coordination $ 10, $ 2, $ 2, $ - $ 7, $10, $7, Environmental Clearance Quincy $ 5, $ 1, $ 1, $ - $ 3, $5, $3, SWCA $ 34, $ - $ - $ - $ 34, $34, $34, Task 14 Subtotal $ 39, $ 1, $ 1, $ - $ 37, $39, $37, Environmental Permits Quincy $ 2, $ $ - $ $ 1, $2, $1, SWCA $ 19, $ - $ - $ - $ 19, $19, $19, Task 15 Subtotal $ 21, $ $ - $ $ 20, $21, $20, Bridge Lighting Donald McDonald $ - $ - $ - $ - $ - 17 Public Meeting Quincy $ 10, $ 7, $ 7, $ - $ 2, $10, $2, Lisa Wise Consulting $ - $ - $ - $ - $ - Task 17 Subtotal $ 10, $ 7, $ 7, $ - $ 2, $10, $2, Geotechnical Quincy $ 1, $ - $ - $ - $ 1, $1, $1, Fugro $ 32, $ 30, $ 30, $ - $ 2, $32, $2, Task 18 Subtotal $ 34, $ 30, $ 30, $ - $ 3, $34, $3, % Design Quincy $ 156, $ 156, $ 156, $ - $ $156, $38.30 Custom CAD $ 16, $ 16, $ 16, $ - $ 5.00 $16, $5.00 Task 19 Subtotal $ 173, $ 173, $ 173, $ - $ $173, $ Bridge Architecture/Streetscape Quincy $ 3, $ $ $ - $ 2, $3, $2, The HLA Group, Inc. $ 22, $ - $ - $ - $ 22, $22, $22, Task 19 Subtotal $ 25, $ $ $ - $ 24, $25, $24, % Design $ 91, $ - $ - $ - $ 91, $91, $91, % Design $ 5, $ - $ - $ - $ 5, $5, $5, RE Pending File/Bid Support $ 6, $ - $ - $ - $ 6, $6, $6, (ODC) Quincy $ 6, $ $ $ - $ 6, $6, $6, TOTAL PHASE 2 INVOICE $ 468, $ 242, $ 241, $ 1, $ 225, $468, $225, Item 9.h. - Page 7 Budget Tracking_ February 2017 Phase 2 Addendum.xls 3/17/2017 2:08 PM

8 MEMORANDUM FUGRO USA LAND, INC McGrath Street, Suite 100 Tel: 805/ Ventura, CA Fax: 805/ To: Mark Reno, Greg Young (Quincy Engineering) Date: March 13, 2017 From: Loree Berry, Greg Denlinger (Fugro) Project No: Subject: Fee Estimate for Extending DH-101 Copy to: Introduction This memorandum provides two fee estimate options to extend DH-101 at the Bridge Street Bridge northern abutment. The work will be performed to confirm subsurface conditions at least 10 feet below the deepest proposed CIDH pile tip elevation of -6 feet MSL based on Fugro s draft Foundation Report, dated March 8, 2017 and the scope of services to extend DH-101 is provided below. Fugro is currently planning to mobilize drilling equipment to Arroyo Grande during the week of March 20, 2017 for the Swinging Bridge project (adjacent to the Bridge Street site). Option 1, below, provides the fee to perform the proposed boring extension under the same drilling mobilization as Swinging Bridge, provided the schedule can be met. Option 2 provides a fee estimate to extend the boring under a separate mobilization. Scope of Services Contact Underground Service Alert to clear/re-mark responding utility lines at DH-101 location. To expedite this task, we assume that a representative from the City of Arroyo Grande would be available to mark a box around the DH-101 drilling patch with white marking chalk. Once marked, Fugro staff will coordinate all other aspects of the utility clearance effort. Contact the City of Arroyo Grande to re-open/extend our encroachment permit to perform excavation at the DH-101 location. We anticipate no additional fees will be charged to reopen/extend the previous encroachment permit. A single lane of Bridge Street will need to be closed during drilling. Traffic control with flagmen will be utilized to manage traffic during site work. Excavation will entail drilling through backfill of DH-101 on northern side of existing bridge to the previous explored depth of 95-1/2 feet below ground surface (bgs) with no sampling. We will continue drilling through native soils below backfill and endeavor to obtain at least one modified California liner or one SPT sample every 10 feet from approximately 100 feet bgs to 130 feet bgs. A Fugro engineer will log the borehole extension, collect representative samples, and oversee backfill and site restoration. Proposed site work will be completed within 1 day onsite. Prevailing Wage rates apply. Although not anticipated, a practical refusal condition may be encountered. We would consider it practical refusal if we are unable to drill to 130 feet bgs within 8 hours of drilling onsite. A refusal condition would indicate that formational materials below the previous explored depth of 95-1/2 feet are the same or better as what was assumed in Fugro (2017). C:\USERS\LBERRY\DOCUMENTS\FUGRO\00HOMEWORK\BRIDGE STREET AG\BRIDGE ST.ADDBORING MEMO DOCX Item 9.h. - Page 8

9 Memorandum to Quincy Engineering March 13, 2017 Page 2 Previous slurry backfill and soil cuttings generated by the boring extension will be containerized in a rented waste management roll-off bin and disposed of as non-hazardous waste. The final boring excavation (total depth of approximately 130 feet bgs) will be backfilled with sand-cement slurry to within 6 inches of the existing asphalt surface and patched with asphalt cold patch to match adjacent grade. If subsurface soils encountered below 95 feet appear different than what was assumed in Fugro (2017), we will run limited laboratory tests to better characterize the material below 95 feet. The results of the additional exploration and limited laboratory testing work (if needed) will be incorporated into the final Foundation Report along with other comments that the design team may have on the draft report. We will also update any discussions or recommendations within the Foundation Report that is impacted by the newly acquired information. If the final Foundation Report is submitted prior to us performing the supplemental exploration, the results will be provided in an addendum to the Foundation Report. Estimated Fees A summary of the estimated fees to complete the proposed work is presented in the table below. For option 1, Fugro will utilize the same subcontracted driller and perform the work under the same equipment mobilization as the Swinging Bridge project. This approach will save several hours in subcontractor mobilization fees as well as Fugro professional staff travel time. Option 2 provides a fee estimate to extend boring DH-101 at a different date and time and assumes that standard mobilization and travel times will apply. Summary of Fee Options Task Option 1 Fees Option 2 Fees Planning and Exploration $5,850 $7,550 Laboratory Testing $250 $250 Evaluation and Reporting $2,000 $2,000 Totals: $8,100 $9,800 C:\USERS\LBERRY\DOCUMENTS\FUGRO\00HOMEWORK\BRIDGE STREET AG\BRIDGE ST.ADDBORING MEMO DOCX Item 9.h. - Page 9

10 City of Arroyo Grande Bridge Street Bridge Rehabilitation Additional Services for extending DH-101 exploratory boring FUGRO CONSULTANTS, INC. CONTRACT SUMMARY CONTRACT No. Quincy Subagreement #A H CONSULTANT COST PROPOSAL SUB CONSULTANT: Fugro Consultants, Inc. DIRECT LABOR Name Classification Hours Rate* Total Gregory Denlinger Principal Engineer 2.00 $ $ Loree Berry Associate Engineer 3.00 $ $ Tooraj Panah Project Geologist 2.00 $ $ Tristan Gebhart Project Engineer $ $ Marissa McCallum Word Processing 1.50 $ $ Total Hours *Raw labor rates as of March 2017 Rates will be charged at payroll rate at the time of work Subtotal Direct Labor Costs $ Anticipated Salary Increases $ - TOTAL - Direct Labor $ INDIRECT COSTS Rate* Total Overhead % $ 1, Fringe Benefit 36.10% $ General & Administrative 0.00% $ % *2015 audited rates. Latest available rate. TOTAL - Indirect Costs $ 1, FEE ( 10.00% ) TOTAL - Fee $ OTHER DIRECT COSTS Units Rate Total S/G Drilling including Materials Estimate - Billed At-Cost 1 $ 3, $ 3, Traffic Control Services - Flagging Control Estimate - Billed At-Cost 1 $ 1, $ 1, R&R Roll-off Bin Estimate - Billed At-Cost 1 $ $ Laboratory Testing Fee Schedule Unit Rates 1 $ $ Per Diam Fugro Staff Estimate - Billed At-Cost 1 $ $ TOTAL - Other Direct Costs $ 4, TOTAL COST $ 8, Item 9.h. - Page 10 LPP /16/2017