CC 2020-01-28_08n Consultant Services_Bridge Street Bridge Project
MEMORANDUM
TO: CITY COUNCIL
FROM: BILL ROBESON, INTERIM COMMUNITY DEVELOPMENT DIRECTOR
BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER
SUBJECT: CONSIDERATION OF A CONTRACT FOR CONSULTANT SERVICES
WITH FILIPPIN ENGINEERING, INC. TO INCLUDE CONSTRUCTION
MANAGEMENT, RESIDENT ENGINEER, INSPECTION, MATERIALS
TESTING, AND ENVIRONMENTAL SERVICES FOR THE BRIDGE
STREET BRIDGE REHABILITATION PROJECT, PW 2020-01
DATE: JANUARY 28, 2020
SUMMARY OF ACTION:
Approve a Contract for Consultant Services with Filippin Engineering, Inc. for construction
management, resident engineer, inspection, material testing, and environmental
monitoring services for the Bridge Street Bridge Rehabilitation 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
construction engineering costs during the construction phase of the project. Based on the
level of consultant services estimated to be needed during construction, it is proposed
that $146,000 be used for construction design support and $579,339 be used for
construction management services, leaving a balance of $149,721 to be used for City
staff time or unanticipated eligible costs. Staff time will be necessary to coordinate
construction activities with the contractor and construction management consultants.
RECOMMENDATION:
It is recommended the City Council approve and authorize the Mayor to execute a final
Contract for Consultant Services, subject to the form being approved by the City Attorney,
with Filippin Engineering, Inc. in the amount of $579,339 for construction management,
resident engineer, inspection, material testing, and environmental monitoring services for
the Bridge Street Bridge Rehabilitation Project.
BACKGROUND:
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, and in May 2012 the City retained a consultant team
to prepare construction and environmental documents. In October 2019, the Council
approved the construction documents and authorized advertisement for construction
Item 8.n. - Page 1
CITY COUNCIL
CONSIDERATION OF A CONTRACT FOR CONSULTANT SERVICES WITH FILIPPIN
ENGINEERING, INC. TO INCLUDE CONSTRUCTION MANAGEMENT, RESIDENT
ENGINEER, INSPECTION, MATERIALS TESTING, AND ENVIRONMENTAL
SERVICES FOR THE BRIDGE STREET BRIDGE REHABILITATION PROJECT, PW
2020-01
JANUARY 28, 2020
PAGE 2
bids. Construction bids are due January 30, 2020, and if a successful bid is received, it is
anticipated construction activities will be performed May through December 2020.
ANALYSIS OF ISSUES:
Consultant services are needed to perform the necessary construction phase services
required to complete the project as the City does not have sufficient staff capabilities. On
August 29, 2019, Requests for Qualifications and Proposal (RFQ/RFP) packages,
prepared by City and Caltrans staff, were distributed to the City’s on-call consultants, and
local plan rooms. The RFQ/RFP was posted on the City’s website and on ebidboard, a
service that provides a database of government bid information. An RFQ/RFP notice was
also posted in The Tribune. On October 10, 2019, the City received Statements of
Qualifications and Proposals (SOQs) from three consultant teams.
In October 2019, a Selection Committee, consisting of four City staff members and the
project manager from the project design team, independently ranked the SOQs based on
pre-selected criteria. The criteria was as follows:
Evaluation Criteria Weight
Understanding of Work to be Done 20%
Proposed Work Plan 20%
Experience with Similar Kinds of Work and Familiarity with
State and Federal (Caltrans) procedures for similar projects
40%
Proposed Team and Key Individuals’ Relevant Bridge Experience 20%
TOTAL 100%
The Selection Committee members rated the firms as follows:
Firm Rating
Filippin Engineering, Inc. 88.2
MNS Engineers, Inc. 87.4
Fountainhead Consulting Corporation 80.8
Because of the complexity of the project, the various technical disciplines required, and
the separation of the top two firms by less than one point, it was decided to hold interviews
for the top two firms. Interviews were held on November 14, 2019, by the Selection
Committee. While both firms have provided excellent service to the City on past projects
and offer knowledge and familiarity with the Federal Highway Bridge Program, following
Selection Committee discussions staff decided to move forward with negotiating a
contract with Filippin Engineering Inc. mainly due to their recent experience in providing
Item 8.n. - Page 2
CITY COUNCIL
CONSIDERATION OF A CONTRACT FOR CONSULTANT SERVICES WITH FILIPPIN
ENGINEERING, INC. TO INCLUDE CONSTRUCTION MANAGEMENT, RESIDENT
ENGINEER, INSPECTION, MATERIALS TESTING, AND ENVIRONMENTAL
SERVICES FOR THE BRIDGE STREET BRIDGE REHABILITATION PROJECT, PW
2020-01
JANUARY 28, 2020
PAGE 3
construction management services on several bridge projects in downtown areas,
including ones that span waterways.
In November and December, 2019, City and Filippin Engineering, Inc. staff worked
together to refine the scope of services and associated cost proposal. The Contract for
Consultant Services outlines the scope of work and activity pricing that has been
negotiated with the Filippin Engineering, Inc. team which totals $579,339.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve and authorize the Mayor to execute a final Contract for Consultant
Services with Filippin Engineering, Inc., in a form approved by the City Attorney;
2. Do not approve a Contract for Consultant Services with Filippin Engineering,
Inc.; or
3. 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. Procuring a consultant team that specializes in
construction management of bridge projects will ensure the project progresses through
the construction, testing, and permitting process smoothly and thoroughly and will help
keep disruptions to traffic and businesses to a minimum. Approving the contract at this
time will allow the City to utilize the HBP funds for 100% of the project costs. The project
implements the Council goal to support City infrastructure.
DISADVANTAGES:
Some traffic related disruption within the Village will occur during construction activities.
However, if the project is not completed in a timely manner it is possible that the 100%
grant funding could expire and revert back to 88.53% grant funding. Not using 100% HBP
funding will significantly impact the City's financial circumstances.
ENVIRONMENTAL REVIEW:
No environmental review is needed to approve the Contract for Consultant Services.
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.
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