CC 2020-03-24_08d Amendment_Quincy Engineering_Swinging Bridge ProjectMEMORANDUM
TO: CITY COUNCIL
FROM: WHITNEY MCDONALD, DIRECTOR OF COMMUNITY DEVELOPMENT
BY: ROBIN DICKERSON, CITY ENGINEER
SUBJECT: CONSIDERATION OF AN AMENDMENT TO THE AGREEMENT FOR
CONSULTANT SERVICES WITH QUINCY ENGINEERING FOR THE
SWINGING BRIDGE PROJECT
DATE: MARCH 24, 2020
SUMMARY OF ACTION:
Approval of Amendment 4 to the Consultant Services Agreement for Quincy Engineering
to extend the term of the agreement by one year in order to complete the Swinging Bridge
Project.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
No cost increase is anticipated for Amendment 4.
RECOMMENDATION:
It is recommended the City Council approve and authorize the Mayor to execute
Amendment No.4 to the Consultant Services Agreement with Quincy Engineering to
extend the contract expiration date to April 13, 2021, to allow the consultant to complete
the plans and specifications for bidding and to be available to answer questions during
the bidding process.
BACKGROUND:
The Swinging Bridge was originally constructed in early 1875 by the Short family, whose
land was divided by the Arroyo Grande Creek. The bridge span length from cable tower
to cable tower is approximately 133 feet and is suspended 40 feet above Arroyo Grande
Creek. The Swinging Bridge is owned and maintained by the City of Arroyo Grande and
currently has a 5-person weight limit.
Item 8.d. - Page 1
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CITY COUNCIL
CONSIDERATION OF AN AMENDMENT TO THE AGREEMENT FOR CONSULTANT
SERVICES WITH QUINCY ENGINEERING FOR THE SWINGING BRIDGE PROJECT
MARCH 24, 2020
PAGE 2
ANAL YSIS OF ISSUES:
On April 13, 2016, the City Council awarded an agreement to Quincy Engineering to
complete the Swinging Bridge Evaluation and identify any necessary repairs. Based on
the unknowns of the necessary repairs, the Swinging Bridge Evaluation was phased.
Phase One work included an evaluation of the critical components of the bridge which
included survey of the bridge and cables, inspection of the bridge members, joints and
connections and bridge load rating analysis. A report was prepared and a bridge
capacity limit was set at 5 people.
On July 26, 2016, the City Council amended Quincy’s contract to include Phase Two
work, which was to evaluate the cable anchorages and foundations. Retrofit measures
were also to be developed to ensure that the Swinging Bridge remains functional in the
long term. These measures were to be developed into construction documents suitable
for public bidding and construction to support Phase Three, which is construction.
In July 2017, Quincy submitted 65% plans, an estimate, and an executive summary of
the work completed to date for Phase Two of the Swinging Bridge Project. At that time,
staff identified the need for additional geotechnical services to evaluate the existing cast-
in drilled hole (CIDH) piles at the existing cable anchors and to provide design
parameters for the new CIDH piles at the abutment. The geotechnical investigation
revealed that the existing abutments consist of a vertical wall of limited width with no
underlying footing. The abutments exhibited signs of undermining. Quincy has proposed
to retrofit the abutments utilizing CIDH piles to ensure the safety of the tower support
foundations.
On May 14, 2019, the City Council amended the contract to include additional fees for
the design of the abutments and to evaluate the existing CIDH piles at the existing cable
anchors. Additional geotechnical information and evaluation were provided for design of
these foundations and included in the 90% submittal package that included plans and
specifications. The City also received an updated construction cost estimate for the
project showing construction costs at $596,200, which includes soils testing and
construction management cost.
The current agreement is set to expire on April 13, 2020. Additional time is needed for
the contractor to complete the plans and specifications for bidding purposes.
Amendment 4 will extend the contract to April 13, 2021, and allow the plans to be
finalized. The contract extension will also allow the consultant to be available during the
bidding process to respond to requests for information and for clarification during the
bidding process, which are included within the contract’s scope of work.
Item 8.d. - Page 2
CITY COUNCIL
CONSIDERATION OF AN AMENDMENT TO THE AGREEMENT FOR CONSULTANT
SERVICES WITH QUINCY ENGINEERING FOR THE SWINGING BRIDGE PROJECT
MARCH 24, 2020
PAGE 3
The total contract amount remains at $113,724.00 as approved by the City Council on
May 14, 2019. Previously-approved contract amounts for this project are as follows:
Original Amount $ 33,000.00
Amendment 1 $ 54,724.00
Amendment 2 $ 0.00
Amendment 3 $ 26,000.00
Amendment 4 $ 0.00
Total $113,724.00
Currently the Swinging Bridge Account has a balance of $490,017.17 for design and
construction. Construction costs for the Swinging Bridge continue to escalate.
Amendment 4 will allow the consultant to finalize the construction plans for the Swinging
Bridge, which are very near completion, and to be available during the bidding process
to answer questions. Current construction estimates show the cost of the bridge at
$596,200. City Staff is budgeting an additional $106,200, which will be recommended
for inclusion in the next Capital Improvement Budget for fiscal year 2020/21.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve the Amendment with Quincy Engineering;
2.Do not approve the Amendment with Quincy Engineering; or
3.Provide direction to staff.
ADVANTAGES:
Amending the Agreement with Quincy Engineering will allow the construction documents
to be completed in a timely manner. It will also allow the consultant to be available
during the bidding process to respond to requests for information and for clarification
during the bidding process.
DISADVANTAGES:
Additional funding expenditures are required to complete the task.
ENVIRONMENTAL REVIEW:
In compliance with California Environmental Quality Act (CEQA) the project is
categorically exempt per section 15061(b)(3) of the CEQA Guidelines.
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. At the time of report publication, no comments have
been received.
Item 8.d. - Page 3
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 4
This Fourth Amendment ("Fourth Amendment") to Agreement for Consultant
Services (“Agreement”) by and between the CITY OF ARROYO GRANDE and
QUINCY ENGINEERING (“Consultant”) is made and entered into this 24th day of
March, 2020.
WHEREAS, the parties entered into an Agreement dated April 13, 2016, for
Consultant Services for the Swinging Bridge Evaluation; and
WHEREAS, the parties entered into a First Amendment to Agreement dated July
29, 2016, to include Phase 2 evaluation of cable anchorages and foundations and
to develop retrofit measures for the Swinging Bridge Evaluation; and
WHEREAS, the parties entered into a Second Amendment to Agreement dated
May 10, 2018, to extend the contract one year to April 13, 2019; and
WHEREAS, the parties entered into a Third Amendment to Agreement dated May
14, 2019, to extend the contract for approximately one year to April 13, 2020, to
add additional geotechnical services to evaluate the existing cast-in drilled hole
(CIDH) piles at the existing cable anchors, and to provide design parameters for
the new CIDH piles at the abutment; and
WHEREAS, the parties desire to enter into a Fourth Amendment to extend the
Agreement as set forth herein.
NOW THEREFORE, for valuable consideration the receipt and sufficiency of which
is acknowledged, the parties agree as follows:
1.Section 1 ("TERM") of the Agreement, shall be modified and replaced in its
entirety to read as follows:
This Agreement shall remain in effect until April 13, 2021, unless sooner
terminated pursuant to the provisions of this Agreement.
2.Except as modified herein, all other terms and conditions set forth in the
Agreement, as amended, shall remain unchanged.
Item 8.d. - Page 4
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Fourth
Amendment the day and year first above written.
CITY OF ARROYO GRANDE: QUINCY ENGINEERING:
By: By:
_______________________________ _____________________________
CAREN RAY RUSSOM, MAYOR MARK RENO
MAYOR
ATTEST:
_____
KELLY WETMORE, CITY CLERK
APPROVED AS TO FORM:
_____
TIMOTHY J. CARMEL, CITY ATTORNEY
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