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CC 2014-05-13_08.e. Agreement Traffic Way BridgeTO: FROM: BY: SUBJECT: DATE: MEMORANDUM CITY COUNCIL GEOFF ENGLISH, PUBLIC WORKS DIRECTO~ JILL MCPEEK, SENIOR CONSULTANT ENGINEER CONSIDERATION OF PROGRAM SUPPLEMENT AGREEME!\IT NO. N016 TO ADMINISTERING AGENCY -STATE AGREEMENT NO. 05- 5199R AND AUTHORIZATION TO DISTRIBUTE REQUESTS FOR PROPOSALS FOR ENGINEERING DESIGN AND ENVIRONMENTAL SERVICES FOR THE TRAFFIC WAY BRIDGE SCOUR COUNTERMEASURES PROJECT MAY 13,2014 RECOMMENDATION: It is recommended the City Council: 1. adopt a Resolution authorizing the Mayor to execute Program Supplement Agreement No. N016 to Administering Agency-State Agreement No. 05-5199R for the Traffic Way Bridge Scour Countermeasures project; and 2. direct staff to prepare and distribute requests for proposals for consultant services to provide engineering design and environmental services. FINANCIAL IMPACT: The City was successful in securing $66,398 of Local Highway Bridge Program (HBP) funds for preliminary engineering work on the Traffic Way Bridge Scour Countermeasures project. There is a 11.47% local match requirement of $8,602 which is included in the City's FY 2013-14 capital improvement program budget. Execution of the supplemental agreement enables the City to begin invoicing for reimbursement of work performed. BACKGROUND: Scour is the hole left behind when sediment such as sand and rocks is washed away from around a bridge's abutments (supports at each end of a bridge) or piers (pillars supporting a bridge). Scour may undermine bridge foundations or remove the protection from the abutment slopes thereby compromising the integrity of the structure. In the case of the Traffic Way Bridge, scour is occurring along the middle piers where the bottom of the channel is significantly lower than when the bridge was constructed in Item 8.e. - Page 1 CITY COUNCIL CONSIDERATION OF PROGRAM SUPPLEMENT AGREEMENT NO. N016 TO ADMINISTERING AGENCY-STATE AGREEMENT NO. 05-5199R AND AUTHORIZATION TO DISTRIBUTE REQUESTS FOR PROPOSALS FOR ENGINEERING DESIGN AND ENVIRONMENTAL SERVICES FOR THE TRAFFIC WAY BRIDGE SCOUR COUNTERMEASURES PROJECT MAY 13,2014 PAGE2 1932, and runoff at the abutments is causing erosion of the abutment embankments. In addition, there is drift debris accumulating on the upstream side of the middle piers. Caltrans performs bi-annual inspections of all bridges throughout California. In a letter accompanying the 2006 inspection report for the Traffic Way Bridge, it was noted that Caltrans had identified the Traffic Way Bridge as being scour critical and that a Plan of Action should be established. The letter and accompanying bridge inspection report point out that the bottom of the channel has significantly lowered (approximately 12 feet) since the structure was built in 1932 and that the channel thalweg (the lowest elevation of the creek) has migrated toward one of the bridge's piers. The report also identifies the presence of considerable drift debris, which has accumulated at several of the bridge's piers. In 2010, as recommended by Caltrans, the City had a Bridge Scour Evaluation-Plan of Action report prepared by a consultant engineer. In this evaluation, the lowering (scour) of the creek channel was confirmed and it was estimated that the capacity of some of the bridge piers was only 2/3 of the design load. The Plan of Action recommended the installation of scour countermeasures to protect the bridge from further damage and the removal of drift debris at the piers. The implementation of scour countermeasures should prevent any immediate need to replace or rehabilitate the bridge. A grant application requesting funding to repair the damage caused by scour and to mitigate the scour problem by constructing scour countermeasures was submitted by the City to Caltrans in January 2012. As a result, the project is currently programmed for 88.53% funding for both Preliminary Engineering ($75,000) and Construction ($420,000). Preliminary Engineering work includes environmental studies, NEPA approval, final design, and other related work including the cost of advertising leading to physical construction of a project. Construction work includes the actual cost to construct the project itself, construction engineering, and administrative settlement of cost for contract claims The grant application identified a project start date in FY 2013/14 and on March 21, 2014, the City received authorization to proceed with Preliminary Engineering. This allows the City to now secure a consultant team to conduct environmental studies and to prepare plans, specifications and estimates for construction. In order for a local agency to expend Federal or State funds· through the State Transportation Improvement Program (STIP), it must enter into a general Master Item 8.e. - Page 2 CITY COUNCIL CONSIDERATION OF PROGRAM SUPPLEMENT AGREEMENT NO. N016 TO ADMINISTERING AGENCY-STATE AGREEMENT NO. 05-5199R AND AUTHORIZATION TO DISTRIBUTE REQUESTS FOR PROPOSALS FOR ENGINEERING DESIGN AND ENVIRONMENTAL SERVICES FOR THE TRAFFIC WAY BRIDGE SCOUR COUNTERMEASURES PROJECT MAY 13,2014 PAGE3 Agreement with the State. The Master Agreement contains general prov1s1ons and identifies responsibilities of each agency for any State funded project. Once a Master Agreement is in place, the City and the State can enter into a Program Supplemental Agreement, which is a project-specific agreement that is incorporated in the Master Agreement. The City entered into the Master Agreement on November 13, 2008. ANALYSIS OF ISSUES: The most recent Caltrans Bridge Inspection Report (October 2012) listed the work recommendations for scour as follows: • Investigate and provide adequate scour countermeasures • Back fill erosion and construction drainage system on both abutments • Remove the drift debris accumulating on the upstream side of bents 4 and 5 Because there are various scour countermeasures that can be constructed and due to the environmental process that will be required for work to be performed within the creek channel, a consultant team that specializes in this type of work is recommended to perform these tasks. The procurement of the consultant team will be performed in accordance with Federal- aid funding requirements. This will require the City to award any engineering and design contracts on the basis of fair and open competitive negotiations, demonstrated competence, and professional qualifications. Caltrans has authorized the City to expend $75,000 for Preliminary Engineering for the Traffic Way Bridge Scour Countermeasures project which includes the costs in securing a consultant team. Before the City can begin invoicing for reimbursement of the work performed, a supplemental agreement must be executed. A resolution must be adopted by the City Council that clearly identifies the official authorized to execute the Program Supplemental Agreement No. N016. ALTERNATIVES: The following alternatives are provided for the Council's consideration: • Adopt a Resolution approving Program Supplemental Agreement No. 016, and authorize staff to distribute RFPs to qualified consultants; Item 8.e. - Page 3 CITY COUNCIL CONSIDERATION OF PROGRAM SUPPLEMENT AGREEMENT NO. N016 TO ADMINISTERING AGENCY-STATE AGREEMENT NO. 05-5199R AND AUTHORIZATION TO DISTRIBUTE REQUESTS FOR PROPOSALS FOR ENGINEERING DESIGN AND ENVIRONMENTAL SERVICES FOR THE TRAFFIC WAY BRIDGE SCOUR COUNTERMEASURES PROJECT MAY 13,2014 PAGE4 • Do not adopt a Resolution approving Program Supplemental Agreement No. 016, or authorize staff to distribute RFPs to qualified consultants; • Adopt a Resolution approving Program Supplemental Agreement No. 016, but do not authorize staff to distribute RFPs to qualified consultants; or • Provide direction to staff. ADVANTAGES: Approving the Program Supplement Agreement will allow the City to request 88.53% reimbursement for Preliminary Engineering expenditures on the Traffic Way Bridge Scour Countermeasures project. Procuring a consultant team that specializes in this type of bridge work will ensure the project progresses through the development process smoothly and thoroughly. Implementing scour countermeasures will help prevent an immediate need to replace or rehabilitation the bridge. DISADVANTAGES: The Traffic Way Bridge Scour Countermeasures project will require some time and effort of existing City staff. If Preliminary Engineering work is not completed in a timely manner, it is possible that the grant funding could be de-obligated by Caltrans. ENVIRONMENTAL REVIEW: The Preliminary Engineering work being requested in this staff report includes environmental studies and National Environmental Policy Act (NEPA) compliance with Caltrans as the lead agency. The City will be the lead agency for California Environmental Quality Act (CEQA) compliance and an environment determination will be presented to Council at the time of approval of plans, specifications and estimates and authorization to solicit construction bids. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, May 8, 2014. The Agenda and staff report were posted on the City's website on Friday, May 9, 2014. No public comments were received. Item 8.e. - Page 4 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING PROGRAM SUPPLEMENT NO. N016 TO ADMINISTERING AGENCY -STATE AGREEMENT NO. 05-5199R FOR THE TRAFFIC WAY BRIDGE SCOUR COUNTERMEASURES PROJECT WHEREAS, the City and the State have entered into Administering Agency-State Agreement for Federal Aid Funded Projects No. 05-5199R; and WHEREAS, Program Supplement No. N016 to the Administering Agency-State Agreement for Federal Aid Funded Project No. 05-5199R designates the State and/or Federal funds requested and the matching funds to be provided by the City of Arroyo Grande for the Traffic Way Bridge Scour Countermeasures Project; and WHEREAS, the City of Arroyo Grande is eligible to receive State and/or Federal funds. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Arroyo Grande hereby: 1. Approves Exhibit A attached, entitled "Program Supplement Agreement No. N016, to Administering Agency-State Agreement for Federal-Aid Projects No. 05- 5199R". 2. Appoints the Mayor as the official representative authorized to sign the Program Supplement Agreement. On motion of Council Member , seconded by Council Member and on the following roll call vote, to wit: AYES: NOES: ABSENT: the foregoing Resolution was passed and adopted this _______ day of _______ 2014. Item 8.e. - Page 5 RESOLUTION NO. PAGE2 TONYFERRARA,MAYOR ATTEST: KELLY WETMORE, CITY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, CITY MANAGER APPROVED AS TO FORM: TIMOTHY J. CARMEL, CITY ATTORNEY Item 8.e. - Page 6 PROGRAM SUPPLEMENT NO. N016 to ADMINISTERING AGENCY-STATE AGREEMENT FOR FEDERAL-AID PROJECTS NO 05-5199R EXHIBiT A Adv Project ID Date: April1, 2014 0512000132 Location: 05-SL0-0-ARGD Project Number: BHLS-5199(028) E.A. Number: Locode: 5199 This Program Supplement hereby adopts and incorporates the Administering Agency-State Agreement for Federal Aid which was entered into between the Administering Agency and the State on 11/13/08 and is subject to all the terms and conditions thereof. This Program Supplement is executed in accordance with Article I of the aforementioned Master Agreement under authority of Resolution No. approved by the Administering Agency on (See copy attached). The Administering Agency further stipulates that as a condition to the payment by the State of any funds derived from sources noted below obligated to this PROJECT, the Administering Agency accepts and will comply with the special covenants or remarks set forth on the following pages. PROJECT LOCATION: Traffic Way Bridge Scour Countermeasures-Br. No. 49C-0318 TYPE OF WORK: Bridge Scour Repair and Counter-Measure LENGTH: O.O(MILES) Estimated Cost Federal Funds i M240 $66,398.00 $75,000.001 -----------=c~--:--o--=---:---··---·-----Matching F~nds LOCAL $8,602.oo; ! OTHER SiO.OO CITY OF ARROYO GRANDE STATE OF CALIFORNIA Department of Transportation By Title Date Attest By Chief, Office of Project Implementation Division of Local Assistance Date I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance: ----------~-=::::::::====-U--1 2-{. I U , Accounting Officer C ~ Date 'I · $66.398.00 Chapter · Statutes Item Year Program BC Category Fund Source ! AMOUNT Program Supplement 05-5199R-N016-ISTEA Page 1 of 3 Item 8.e. - Page 7 05-SL0-0-ARGD BHLS-5199(028) SPECIAL COVENANTS OR REMARKS 04/01/2014 1. The ADMINISTERING AGENCY will advertise, award and administer this project m accordance with the current published Local Assistance Procedures Manual. 2. ADMINISTERING AGENCY agrees that it will only proceed with work authorized for specific phase(s) with an "Authorization to Proceed" and will not proceed with future phase(s) of this project prior to receiving an "Authorization to Proceed" from the STATE for that phase(s) unless no further State or Federal funds are needed for those future phase(s). 3. ADMINISTERING AGENCY agrees, as a minimum, to submit invoices at least once every six months commencing after the funds are encumbered for each phase by the execution of this Project Program Supplement Agreement, or by STATE's approval of an applicable Finance Letter. STATE reserves the right to suspend future authorizations/obligations for Federal aid projects, or encumberances for State funded projects, as well as to suspend invoice payments for any on-going or future project by ADMINISTERING AGENCY if PROJECT costs have not been invoiced by ADMINISTERING AGENCY for a six-month period. If no costs have been invoiced for a six-month period, ADMINISTERING AGENCY agrees to submit for each phase a written explanation of the absence of PROJECT activity along with target billing date and target billing amount. ADMINISTERING AGENCY agrees to submit the final report documents that collectively constitute a "Report of Expenditures" within one hundred eighty (180) days of PROJECT completion. Failure of ADMINISTERING AGENCY to submit a "Final Report of Expenditures" within 180 days of PROJECT completion will result in STATE imposing sanctions upon ADMINISTERING AGENCY in accordance with the current Local Assistance Procedures Manual. 4. The Administering Agency shall not discriminate on the basis of race, religion, age, disability, color, national origin, or sex in the award and performance of any Federal- assisted contract or in the administration of its DBE Program Implementation Agreement. The Administering Agency shall take all necessary and reasonable steps under 49 CFR Part 26 to ensure nondiscrimination in the award and administration of Federal-assisted contracts. The Administering Agency's DBE Implementation Agreement is incorporated by reference in this Agreement. Implementation of the DBE Implementation Agreement, including but not limited to timely reporting of DBE commitments and utilization, is a legal obligation and failure to carry out its terms shall be treated as a violation of this Agreement. Upon notification to the Administering Agency of its failure to carry out its DBE Implementation Agreement, the State may impose sanctions as provided for under 49 CFR Part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.C. 3801 et seq.). 5. Any State and Federal funds that may have been encumbered for this project are Program Supplement 05-5199R-N016-ISTEA Page 2 of 3 Item 8.e. - Page 8 05-SL0-0-ARGD BHLS-5199(028) SPECIAL COVENANTS OR REMARKS 04/01/2014 available for disbursement for limited periods of time. For each fund encumbrance the limited period is from the start of the fiscal year that the specific fund was appropriated within the State Budget Act to the applicable fund Reversion Date shown on the State approved project finance letter. Per Government Code Section 16304, all project funds not liquidated within these periods will revert unless an executed Cooperative Work Agreement extending these dates is requested by the ADMINISTERING AGENCY and approved by the California Department of Finance. ADMINISTERING AGENCY should ensure that invoices are submitted to the District Local Assistance Engineer at least 75 days prior to the applicable fund Reversion Date to avoid the lapse of applicable funds. Pursuant to a directive from the State Controller's Office and the Department of Finance; in order for payment to be made, the last date the District Local Assistance Engineer can forward an invoice for payment to the Department's Local Programs Accounting Office for reimbursable work for funds that are going to revert at the end of a particular fiscal year is May 15th of the particular fiscal year. Notwithstanding the unliquidated sums of project specific State and Federal funding remaining and available to fund project work, any invoice for reimbursement involving applicable funds that is not received by the Department's Local Programs Accounting Office at least 45 days prior to the applicable fixed fund Reversion Date will not be paid. These unexpended funds will be irrevocably reverted by the Department's Division of Accounting on the applicable fund Reversion Date. 6. Award information shall be submitted by the ADMINISTERING AGENCY to the District Local Assistance Engineer within 60 days of project contract award and prior to the submittal of the ADMINISTERING AGENCY'S first invoice for the construction contract. Failure to do so will cause a delay in the State processing invoices for the construction phase. Please refer to Section 15.7 "Award Package" of the Local Assistance Procedures Manual. 7. As a condition for recervmg federal-aid highway funds for the PROJECT, the Administering Agency certifies that NO members of the elected board, council, or other key decision makers are on the Federal Government Exclusion List. Exclusions can be found at www.sam.gov. Program Supplement 05-5199R-N016-ISTEA Page 3 of 3 Item 8.e. - Page 9 STATE OF CALIFORNIA. DEPARTMENT OF TRANSPORTATION PROGRAM SUPPLMENT AND CERTIFICATION FORM PSCF {REV. 0112010) TO: STATE CONTROLLER'S OFFICE Claims Audits FROM: 3301 "C" Street, Rm 404 Sacramento, CA 95816 Department of Transportation SUBJECT: Encumbrance Document VENDOR I LOCAL AGENCY: City of Arroyo Grande CONTRACT AMOUNT: $66,398.00 PROCUREMENT TYPE: Local Assistance CHAPTER STATUTES ITEM 20 2013 2660-102-0890 YEAR 2013-2014 Page_of DATE PREPARED: PROJECT NUMBER: 1-Apr-14 0512000132 REQUISITION NUMBER I CONTRACT NUMBER: RQS 051400000324 PEG I PECT TASK I SUBTASK AMOUNT 2030010/300 2240/0600 $66.398.00 ADA Nof/or individuals with sensory disabilities, this document is available in alternate formats. For information, call (915) 65L-6410 oiTDD (916) -3880 or write 1 Records and Forms Management, 1120 N. Street, MS-89. Sacramento, CA 95814. _ _j Item 8.e. - Page 10