CC 2019-10-08_10b Bridge Street Bridge Rehabilitation ProjectMEMORANDUM
TO: CITY COUNCIL
FROM: TERESA MCCLISH, COMMUNITY DEVELOPMENT DIRECTOR
BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER
SUBJECT: CONSIDERATION TO APPROVE CONSTRUCTION PLANS &
SPECIFICATIONS, AUTHORIZE THE SOLICITATION OF BIDS, AND
APPROVE AN EIGHTH AMENDMENT TO AGREEMENT FOR
CONSULTANT SERVICES WITH QUINCY ENGINEERING, INC. FOR
THE BRIDGE STREET BRIDGE REHABILITATION PROJECT, PW 2020-
01
DATE: OCTOBER 8, 2019
SUMMARY OF ACTION:
Approve construction plans and specifications and authorize the solicitation of bids for the
rehabilitation of the Bridge Street Bridge, and amend an existing Agreement with Quincy
Engineering for design support services during the construction phase of the project.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The City has been successful in securing 100% funding in the amount of $8,787,960
through the Federal Highway Bridge Program (HBP) for the design, inspection, testing,
permitting, and construction of the subject project. The funding includes $875,060 for
engineering services during the construction phase of the project. It is proposed that
$146,000 be used for construction design support with a balance of $729,060 to be used
for City staff time and consultant construction management and inspection services. Staff
time will be necessary to coordinate construction activities with the contractor and
construction management consultants.
RECOMMENDATION:
It is recommended the City Council:
1. Approve the construction plans & specifications for the Bridge Street Bridge
Rehabilitation Project, PW 2020-01;
2. Authorize the City Clerk to advertise for construction bids;
3. Approve and authorize the Mayor to execute an Eighth Amendment to the
Agreement for Consultant Services ("Eighth Amendment") with Quincy
Engineering, Inc. for design support services during construction of the subject
project.
Item 10.b. - Page 1
CITY COUNCIL
CONSIDERATION TO APPROVE CONSTRUCTION PLANS & SPECIFICATIONS,
AUTHORIZE THE SOLICITATION OF BIDS, AND APPROVE AN EIGHTH
AMENDMENT TO AGREEMENT FOR CONSULTANT SERVICES WITH QUINCY
ENGINEERING, INC. FOR THE BRIDGE STREET BRIDGE REHABILITATION
PROJECT, PW 2020-01
OCTOBER 8, 2019
PAGE 2
BACKGROUND:
Construction Plans and Specifications
Due to various deficiencies, the Bridge Street bridge is restricted to a 3-ton maximum load
limit. In July 2010, the City applied for and was approved to receive 100% Federal funding
to address the deficiencies. In May 2012, after a competitive procurement process, the
City retained Quincy Engineering, Inc. to begin preliminary design and public outreach.
The City and its consultant team worked with the community to understand their needs
and to evaluate both replacement and rehabilitation alternatives. In January 2017, the
replacement alternative was eliminated due to a Finding of No Adverse Effect for the
rehabilitation alternative. In September 2017, the City Council adopted a Mitigated
Negative Declaration (MND) for the rehabilitation alternative providing the necessary
environmental clearance to proceed with the final design.
Amendment to Quincy Engineering Agreement
On May 22, 2012, the Council approved an Agreement with Quincy Engineering, Inc. for
design phase services for the Bridge Street Bridge project. Subsequently, seven
amendments to the Agreement for Consultant Services have been executed consisting
of items such as reallocation of budgeted tasks within the overall contract, extension of
the contract end date, and additional services to perform utility relocation design.
ANALYSIS OF ISSUES:
Construction Plans and Specifications
City staff and its consultant team, in conjunction with the project stakeholders group and
Council direction, have developed construction documents for the rehabilitation of the
Bridge Street bridge. The project consists of rehabilitating the existing historic trusses,
removing the existing supplemental truss below the deck and replacing it with a stronger
supplemental truss, and replacing the existing abutments and center pier. The project will
result in a bridge that provides present day standards for weight limits and seismic loading
and protection for the historic truss from vehicle impact all while maintaining the feel of
the downtown City core. The project will also provide a temporary steel truss bridge to the
west of the Bridge Street bridge for non-motorized access over Arroyo Grande creek and
to provide for a temporary sewer pipe during construction.
The proposed contract time is 140 working days. If successful bids are received and a
construction contract awarded, work is expected to be performed during June through
December 2020. Plans and specifications are available for review at the Public Works
Department.
Item 10.b. - Page 2
CITY COUNCIL
CONSIDERATION TO APPROVE CONSTRUCTION PLANS & SPECIFICATIONS,
AUTHORIZE THE SOLICITATION OF BIDS, AND APPROVE AN EIGHTH
AMENDMENT TO AGREEMENT FOR CONSULTANT SERVICES WITH QUINCY
ENGINEERING, INC. FOR THE BRIDGE STREET BRIDGE REHABILITATION
PROJECT, PW 2020-01
OCTOBER 8, 2019
PAGE 3
Amendment to Quincy Engineering Agreement
Consultant construction management and inspection services are proposed for the
project. However, the design team of Quincy Engineering, Inc. is needed to support the
City and its construction management team by providing technical design support,
submittal and shop drawing review, and record drawings. The proposed eighth
amendment will be funded from grant funding that is programmed for engineering
services during the construction phase of the project.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve staff’s recommendations;
2. Do not approve staff’s recommendations and request further information;
3. Modify staff’s recommendation and approve; or
4. Provide direction to staff.
ADVANTAGES:
Rehabilitation of the Bridge Street bridge will bring it up to standard loading conditions
and will remove the 3-ton maximum load limit and will allow fire and delivery trucks to
utilize Bridge Street as a route. Approval of the Eighth Amendment will allow for design
support services during the construction phase of the project. The project implements the
Council goal to support City infrastructure.
DISADVANTAGES:
Some traffic related disruption within the Village will occur during construction activities.
Project inspectors will be at the site during all phases of the operations to make
adjustments for isolated instances (driveway access, etc.).
ENVIRONMENTAL REVIEW:
Caltrans, as lead agency, has determined that the project is categorically excluded from
the requirements to prepare and Environmental Assessment (EA) or Environmental
Impact Statement (EIS) under the National Environmental Policy Act (NEPA) pursuant to
23 CFR 771.117(d): activity (d)(13) covering bridge rehabilitation that avoids an adverse
effect to historic properties under the National Historic Preservation Act.
The City, as lead agency, has adopted Mitigated Negative Declaration (MND) prepared
in in accordance with the California Environmental Quality Act (CEQA), Public Resources
Code §21000 et seq., and the State CEQA Guidelines, California Code of Regulations
(CCR) §15000 et seq.
Item 10.b. - Page 3
CITY COUNCIL
CONSIDERATION TO APPROVE CONSTRUCTION PLANS & SPECIFICATIONS,
AUTHORIZE THE SOLICITATION OF BIDS, AND APPROVE AN EIGHTH
AMENDMENT TO AGREEMENT FOR CONSULTANT SERVICES WITH QUINCY
ENGINEERING, INC. FOR THE BRIDGE STREET BRIDGE REHABILITATION
PROJECT, PW 2020-01
OCTOBER 8, 2019
PAGE 4
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Item 10.b. - Page 4
CONSULTANT SERVICES AGREEMENT
AMENDMENT NO. 8
This Eighth Amendment ("Eighth Amendment") to Consultant Services Agreement
(“CSA”) by and between the CITY OF ARROYO GRANDE (“City”) and QUINCY
ENGINEERING, INC. (“Consultant”) is made and entered into this 8th day of October
2019.
WHEREAS, the parties entered into a CSA dated May 22, 2012, for preliminary
engineering work on the Bridge Street Bridge Improvement project; and
WHEREAS, the First Amendment to the CSA was approved on May 27, 2014, which
included an increase in scope and fee to perform additional analysis and more detailed
costs estimates as requested by Caltrans to determine funding eligibility of the
rehabilitation alternative; and
WHEREAS, the Second Amendment to the CSA was approved on January 27, 2015,
which included an increase in scope and fee to carry two design alternatives through the
environmental process of Phase I, and to complete Phase II - Final Design Plans,
Specifications and Estimates (PS&E) and Permitting, and extended the contract
Agreement term; and
WHEREAS, the Third Amendment to the CSA was approved on July 18, 2016, which
included a no cost change for extra work required to complete the project by a reallocation
within the existing budget; and
WHEREAS, the Fourth Amendment to the CSA was approved on March 16, 2017, which
included a no cost change for extra work required to complete the project by a reallocation
within the existing budget; and
WHEREAS, the Fifth Amendment to the CSA was approved on July 27, 2017, which
included an increase in scope and fee to perform prepare an alternatives evaluation and
preliminary cost estimates for the permanent waterline relocation and temporary/
permanent relocation of the existing sanitary sewer crossing Arroyo Grande Creek for
grant programming purposes; and
WHEREAS, the Sixth Amendment to the CSA was approved on March 13, 2018, which
allowed for the design of both temporary and permanent utility relocations required as
part of the project, and extended the contract Agreement term; and
WHEREAS, the Seventh Amendment to the CSA was approved on August 13, 2019,
which extended the contract Agreement term and included a no cost change for extra
work required to complete construction documents by a reallocation within the existing
budget.
Item 10.b. - Page 5
WHEREAS, the parties desire to further modify the CSA as set forth herein.
NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is
acknowledged, the parties agree as follows:
1. To include the additional services at the increased cost as specified in Exhibit “A”
attached hereto and incorporated herein by this reference.
2. Except as modified herein, all other terms and conditions set forth in the CSA, as
amended, shall remain unchanged.
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Eighth
Amendment the day and year first above written.
QUINCY ENGINEERING, INC.
By:________________________________
John Quincy, Principal
By:________________________________
Caren Ray Russom, Mayor
Attest:
________________________________
Kelly Wetmore, City Clerk
Item 10.b. - Page 6
www.quincyeng.com | 11017 Cobblerock, Drive Suite 100 | Rancho Cordova, CA 95670 | P: 916.368.9181 | F: 916.368.1308
Jill McPeek September 26, 2019
Capital Improvement Project Manager
City of Arroyo Grande
Department of Community Development
300 East Branch Street
Arroyo Grande, CA 93420
Re: Bridge Street Bridge Rehabilitation Project in Arroyo Grande
Amendment 8 - Design Support Services
Dear Ms. McPeek,
The Quincy Team will support the City and the City Construction Management (CM) Team during
the rehabilitation of the Bridge Street Bridge. It is our understand that the CM team will be
providing full construction management services and that Quincy will be supplementing them
with technical design support and structural shop plan review.
Estimating the necessary level of construction design support is difficult because effort is largely
dependent on field conditions and the contractor/CM team expertise. The following tasks outline
our approach and assumptions for providing construction support services. Quincy has estimated
hours based on averages from past similar projects. Steel trusses bridges often require a larger
construction support effort due to the higher number of steel shop drawings and construction
submittals that must be reviewed for this bridge type.
Task 25- Project Management
Quincy will provide Project Management tasks which include coordination with the City, CM
Team, Invoicing and schedule review. Quincy will be involved in the following project
management tasks:
•Participation in ten phone conferences by the Project Manager and Bridge Project
Engineer (1 hr per meeting assumed)
•Review and Input on contractor Critical Path Schedule
•Monthly Invoices, Progress Reports
The Quincy Team has assumed 51 hours for this task.
Task 26- Meetings
The City has requested that Quincy attend the following meetings in the City of Arroyo Grande
•Combined City Council and Public Meeting
•Contractor Pre-Bid Meeting
•Contractor Pre-Construction Meeting
Quincy has assumed that the Project Manager will attend all three meetings and that the bridge
Project Engineer will attend two of the three meetings.
Exhibit A
Item 10.b. - Page 7
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Task 27- Bid Support
Bid support will consist of responding to contractor RFIs, and preparing a pre-bid addendum. It is
our understanding the City will have the CM Team perform a constructability review and that
Quincy will incorporate comments into the PS&E package and prepare an addendum. Quincy has
assumed that there will be 6 RFIs (4 hours effort assumed for each RFI), and that any CM
comments and contractor RFIs (that result in a need for an Addendum) can be combined into one
prior to bid opening. Should an addendum be required due to an oversight by the Quincy Team,
those efforts would not be billed to the City
Task 28- Construction Support
Quincy staff will evaluate and respond to construction related Requests for Information posed by
the Contractor. This includes providing support through answering phone calls, formal RFI
submittals, providing detailed interpretation of questions and providing support for
modifications that will need to be implemented and identified on the redline as-builts. Quincy
has assumed 3 RFIs per month for a total of 7 months and an effort of 4 hours per RFI.
Quincy staff will support the City and CM team with analyzing construction issues that may result
in a Contract Change Order. As required, Quincy will support the CM team in preparing and
negotiating Contract Change Orders for authorization by the City as agreed to by the Contractor.
Quincy has assumed involvement with 4 CCOs and that the level of effort would be 8 hours per
CCO. Should a CCO be required because of an oversight by the Quincy Team, those efforts would
not be billed to the City
Task 29- Submittals and Shop Drawing Review
As the Engineer or Record for this bridge, this task involves the review of the Contractor’s shop
drawings and submittals and either making recommendations to the CM Team for authorization
or rejection of the plans, or stamping the plans authorized or rejected.
The largest construction support effort will be review of the steel truss shop plans. In the process
of completing these reviews, coordination will be required with the subcontractors who provided
the shop plans. Note there may be more than one review iteration on some of these submittals.
Due to the skew and complexity of the truss, Quincy assumes there will be up to 80 steel shop
plan sheets and that review will require 2 hours per sheet. There will then be senior engineer
oversight and submittal coordination over this amount.
For the Bridge removal and erection plan reviews, it could involve modeling and analysis s of the
existing bridge to verity that the loads imposed by the contractor during operations and jacking
operations do not exceed the capacities. Quincy has assumed review of the following Contractor
developed submittals:
• Bridge Removal Plan
• Temporary Bridge Submittal
• Pile Installation Plan
• Steel Shop Drawings
• Painting Submittal
Item 10.b. - Page 8
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Page 3 of 3
• Crane Erection Plan
• City sewer and water utility submittal
• Bridge Vehicle Rail Shop Drawings
Task 30- Field Visits
Quincy staff will perform up to two (2) periodic site visits to answer questions and resolve issues
as requested by the City. Quincy could provide input on questions in the field or possible special
observation or coordination during some of the work items. These observations may coincide
with the following operations:
• CIDH Pile Installation
• Erection of the new or historic truss
Quincy's personnel during these field visits will monitor the Contractor's performance from the
perspective of quality, cost, and schedule. Following each field visit a summary report and diary
of Contractor's construction activities will be completed and transmitted to the City for review
and filing.
Task 31- Record Drawings/As-Builts
Quincy will prepare “As-Built” record drawings following completion of construction of the
project based upon marked-up hard copy or .PDF plans furnished by the City CM team showing
any changes made during construction. The information will be transferred into the project
CADD files. Quincy will develop a pdf for submittal to Caltrans for input into the BIRIS system.
Please give me a call to discuss any questions or comments you may have on this proposed
amendment. We can adjust meetings or assumed level of efforts. I can be reached at (916) 368-
9181.
Sincerely,
Quincy Engineering, Inc.
Mark L. Reno, P.E.
Project Manager
Cc: File
Item 10.b. - Page 9
Cost Proposal
Construction Design Support Services
Date: 9/26/2019
Quincy Engineering, Inc.
Direct Labor:$45,824.60
Estimated Salary Increases for Multi-Year Project $228.43
Subtotal $46,053.03
Overhead (1.731):$79,717.79
A. Labor Subtotal $125,770.82
Subconsultant Costs:
Fugro $5,000.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
B. Subconsultant Subtotal $5,000.00
Other Direct Costs:
Travel (@ active IRS mileage rate)2690 miles @ $0.580 $1,560.20
Pier Diem/ Hotel 7 days @ $150.00 $1,050.00
Delivery 2 @ $20.95 $41.89
Vendor Reproduction
Vellum @ $0.00
81/2 X 11 Reproduction @ $0.00
11 X 17 Reproduction @ $0.00
Mounting Boards for Presentations @ $0.00
Newsletters (Translation and printing)@ $0.00
Subtotal Vendor Reproduction $0.00
Title Report @ $0.00
Miscellaneous
C. Other Direct Cost Subtotal:$2,652.09
Labor Subtotal A. =$125,770.82
Fixed Fee (10.0%):$12,577.08
Subconsultant Subtotal B. =$5,000.00
Fixed Fee (0.0%):$0.00
Other Direct Cost Subtotal: C. =$2,652.09
Fixed Fee (0.0%):$0.00
TOTAL =$146,000.00
Note: Invoices will be based upon actual QEI hourly rates plus overhead at 173.1%
plus prorated portion of fixed fee. Subconsultant and Direct Costs will be billed at actual cost.
The overhead rate (ICR) shall remain fixed for the contract duration or until both parties agree
to modify the rate in writing.
Bridge Street Bridge - Construction Design Services
Amendment #8 Construction-Design Services 20190926 Project 1 Budget
Item 10.b. - Page 10
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Cost Proposal
Project Number: JP
TASKS Principal Eng.Principal Eng.Senior Eng.Senior Eng.Senior Eng.Assist Eng. IAssoc Eng.Admin AsstAssist Eng. IAssist Eng. ICAD TechCAD ManagerInternAdmin AsstPrincipal Eng.Assoc Eng.Quincy Total HoursQuincy Total Labor DollarsQuincy LaborQuincy ProfitQuincy NLF BudgetFugroSubconsultant SubtotalBL MR GY GM RS BH JCr AH Aha KW PK BM IK PJ LScr MI Direct Labor
Labor+OH
Multiplier Fee Multiplier
Actual Labor
Multiplier
No.Initial Hourly Rate $112.98 $92.30 $76.40 $74.80 $77.30 $32.00 $52.20 $35.00 $33.00 $32.50 $34.80 $50.00 $21.00 $39.80 $76.20 $47.20
2.731 10%3.004
25 Project Management 0 $0 $0 $0.00 $0 $0
Phone Conferences (10)10 10 5 25 $2,061 $5,629 $562.86 $6,191 $0
Invoicing/Progress Reports 16 16 $1,477 $4,033 $403.31 $4,436 $0
Contractor Schedule Review 2 6 2 10 $793 $2,165 $216.46 $2,381 $0
26 Meetings 0 $0 $0 $0.00 $0 $0y g ( )
Bid Meeting (1), Pre-Con Meeting
(1)36 12 48 $4,240 $11,578 $1,157.83 $12,736 $0
27 Bid Support 0 $0 $0 $0.00 $0 $0
(assume 6 RFI's at 4 hours per
RFI)6 8 4 2 2 4 26 $1,960 $5,353 $535.28 $5,888 $0
Pre Bid Addendum (incorporate
constructability review comments)6 16 4 8 24 58 $3,486 $9,520 $951.97 $10,472 $0
28 Construction Support 0 $0 $0 $0.00 $0 $5,000 $5,000
RFI (Assume 3 per month for 7
months at 4 hours per response)8 32 8 24 4 8 84 $6,319 $17,258 $1,725.77 $18,984 $0
CCO Review (Assume 4 CCOs at
8 hours per review)4 16 4 8 32 $2,509 $6,853 $685.26 $7,538 $0
29 Submittals 0 $0 $0 $0.00 $0 $0
Pile Install 2 8 10 $796 $2,173 $217.33 $2,391 $0
Painting Submittal 4 8 12 $988 $2,697 $269.71 $2,967 $0
Steel Shop Drawings 4 24 40 160 228 $10,575 $28,880 $2,887.98 $31,768 $0
Bridge Removal 1 4 4 9 $707 $1,931 $193.11 $2,124 $0
Vehicle Rail Shop Plans 1 4 12 17 $794 $2,168 $216.81 $2,385 $0
Temporary Bridge 1 4 8 13 $662 $1,808 $180.76 $1,988 $0
City Utilities 4 8 32 44 $2,426 $6,624 $662.43 $7,287 $0
Crane Erection Plan 1 4 4 9 $707 $1,931 $193.11 $2,124 $0
30 Field Visits 0 $0 $0 $0.00 $0 $0
Special Inspection (2)10 20 30 $2,451 $6,694 $669.37 $7,363 $0
31 Record Drawings/As-Builts 0 $0 $0 $0.00 $0 $0
Development of Record Drawings 8 4 8 32 52 $2,284 $6,238 $623.76 $6,861 $0
Coordination with Caltrans and
transmittal of electronic files 4 2 2 8 $592 $1,616 $161.57 $1,777 $0
$0 $0
Subtotal- Hours 0 116 182 31 98 0 0 0 204 8 34 0 0 0 14 44 731 $45,824.60 $125,146.98 $12,514.70 $137,661.68 0
Estimated Salary Increases for Multi-Year Project $228.43 $623.84 $62.38 $686.23
Other Direct Costs $2,652.09 0Total Cost $0 $10,707 $13,905 $2,319 $7,575 $0 $0 $0 $6,732 $260 $1,183 $0 $0 $0 $1,067 $2,077 $45,825 $46,053 $125,771 $12,577 $141,000 $5,000 $5,000
Construction Design Support Services
Project Name: Bridge Street Bridge - Construction Design Services
Amendment #8 Construction-Design Services 20190926 Project 1 Hrs 9/26/2019
Item 10.b. - Page 11
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Item 10.b. - Page 12