CC 2017-04-25_09h Amendment_Bridge St Bridge Agreement
MEMORANDUM
TO: CITY COUNCIL
FROM: TERESA MCCLISH, COMMUNITY DEVELOPMENT DIRECTOR
BY: 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
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 54954.2.
Item 9.h. - Page 2
Item 9.h. - Page 3
www.quincyeng.com | 11017 Cobblerock, Drive Suite 100 | Rancho Cordova, CA 95670 | P: 916.368.9181 | F: 916.368.1308
Jill McPeek March 16, 2017
Capital Improvement Project Manager
City of Arroyo Grande
Department of Community Development
300 East Branch Street
Arroyo Grande, CA 93420
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 4
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Page 2 of 2
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 $10,200
A detailed budget is attached to track the proposed budget supplements and reallocations. The
total phase 1 contract amount remains unchanged.
This supplemental agreement request represents extra work required to complete the project and
a reallocation within the existing budgets. We are very sensitive to budgetary constraints facing
public agencies and have always attempted to present the most efficient solution to the City on
this project. Please give me a call to discuss any questions or comments you may have on this
proposed addendum. I can be reached at (916) 368‐9181.
Sincerely,
Quincy Engineering, Inc.
Mark L. Reno, P.E.
Project Manager
Attachment
Cc: File
Item 9.h. - Page 5
Date:
Quincy Engineering Budget Status Report Phase 1 Consultant:
Status Report For Project No.:
Project: A03-100 Bridge Street Bridge Replacement Project (City of Arroyo Grande)Invoice Period (Date Ending):
Summary Page #:
Job to Date Previously Billed Current Period
1 Project Management 43,068.70$ 43,064.82$ 43,014.82$ 50.00$ 3.88$ $43,068.70 $3.88
2 Topographic Survey
Quincy 2,301.62$ 2,269.94$ 2,219.94$ 50.00$ 31.68$ $2,301.62 $31.68
McMillan 23,000.00$ 16,220.00$ 16,220.00$ -$ 6,780.00$ $23,000.00 $6,780.00
Task 2 Subtotal 25,301.62$ 18,489.94$ 18,439.94$ 50.00$ 6,811.68$ $25,301.62 6,811.68$
3 Prelim Engr/Feasibility Study 80,194.33$ 80,180.76$ 80,180.76$ -$ 13.57$ $80,194.33 $13.57
4 Hydraulics
Quincy 6,098.95$ 6,081.56$ 6,081.56$ -$ 17.39$ $6,098.95 $17.39
WRECO 22,160.00$ 21,802.19$ 21,802.19$ -$ 357.81$ $22,160.00 $357.81
Task 4 Subtotal 28,258.95$ 27,883.75$ 27,883.75$ -$ 375.20$ $28,258.95 $375.20
5 Geotechnical
Quincy 4,293.22$ 4,211.63$ 3,968.30$ 243.33$ 81.59$ $2,095.00 $6,388.22 $2,176.59
Fugro 18,430.00$ 17,669.14$ 17,669.14$ -$ 760.86$ $8,105.00 $26,535.00 $8,865.86
Task 5 Subtotal 22,723.22$ 21,880.77$ 21,637.44$ 243.33$ 842.45$ $22,723.22 $11,042.45
6 Utility Coordination 7,656.20$ 3,544.84$ 2,623.79$ 921.05$ 4,111.36$ $7,656.20 $4,111.36
7 Environmental Clearance
Quincy 19,565.63$ 19,232.10$ 18,512.25$ 719.85$ 333.53$ $19,565.63 $333.53
SWCA 192,003.00$ 99,504.77$ 99,504.77$ -$ 92,498.23$ ($10,200.00)$181,803.00 $82,298.23
Task 7 Subtotal 211,568.63$ 118,736.87$ 118,017.02$ 719.85$ 92,831.76$ $211,568.63 $82,631.76
8 Bridge Architecture
Quincy 15,140.61$ 15,133.32$ 15,133.32$ -$ 7.29$ $15,140.61 $7.29
The HLA Group 2,900.00$ 2,900.00$ 2,900.00$ -$ -$ $2,900.00
Donald McDonald 9,200.00$ 7,136.22$ 7,136.22$ -$ 2,063.78$ $9,200.00 $2,063.78
Task 8 Subtotal 27,240.61$ 25,169.54$ 25,169.54$ -$ 2,071.07$ $27,240.61 $2,071.07
9 Public Outreach
Quincy 18,262.40$ 18,258.07$ 17,774.74$ 483.33$ 4.33$ $18,262.40 $4.33
Lisa Wise Consulting 6,638.00$ 6,638.00$ 6,638.00$ -$ -$ $6,638.00
Task 9 Subtotal 24,900.40$ 24,896.07$ 24,412.74$ 483.33$ 4.33$ $24,900.40 $4.33
10 Project Report 10,772.40$ 10,746.37$ 10,746.37$ -$ 26.03$ $10,772.40 $26.03
90 (ODC) QEI 7,317.94$ 4,411.40$ 4,411.41$ -$ 2,906.54$ $7,317.94 $2,906.54
TOTAL PHASE 1 INVOICE 489,003.00$ 379,005.15$ 376,537.59$ 2,467.56$ 109,997.85$ $489,003.00 $109,997.85
Revised Budget
Remaining
Original Budget
Remaining
Task Budget
Following July 2016
Reallocation
1 of 2
March 16, 2017
Quincy Engineering Inc.
A03-100
2/28/17
Job/
Task No.DESCRIPTION
Expenditures Existing Budget
to be
reallocated
Revised Task
Budget
Budget Tracking_ February 2017 Phase 1 Addendum.xls 3/16/2017 2:28 PM
Item 9.h. - Page 6
Date:
Quincy Engineering Budget Status Report Phase 2 Consultant:
Status Report For Project No.:
Project: A03-100 Bridge Street Bridge Replacement Project (City of Arroyo Grande)Invoice Period (Date Ending):
Summary Page #:
Job to Date Previously Billed Current Period
12 Project Management 44,564.03$ 26,931.51$ 25,958.17$ 973.34$ 17,632.52$ $44,564.03 $17,632.52
13 Utility Coordination 10,235.57$ 2,383.47$ 2,383.47$ -$ 7,852.10$ $10,235.57 $7,852.10
14 Environmental Clearance
Quincy 5,089.29$ 1,732.18$ 1,732.18$ -$ 3,357.11$ $5,089.29 $3,357.11
SWCA 34,100.00$ -$ -$ -$ 34,100.00$ $34,100.00 $34,100.00
Task 14 Subtotal 39,189.29$ 1,732.18$ 1,732.18$ -$ 37,457.11$ $39,189.29 $37,457.11
15 Environmental Permits
Quincy 2,045.56$ 221.10$ -$ 221.10$ 1,824.46$ $2,045.56 $1,824.46
SWCA 19,000.00$ -$ -$ -$ 19,000.00$ $19,000.00 $19,000.00
Task 15 Subtotal 21,045.56$ 221.10$ -$ 221.10$ 20,824.46$ $21,045.56 $20,824.46
16 Bridge Lighting
Donald McDonald -$ -$ -$ -$ -$
17 Public Meeting
Quincy 10,030.21$ 7,258.48$ 7,258.48$ -$ 2,771.73$ $10,030.21 $2,771.73
Lisa Wise Consulting -$ -$ -$ -$ -$
Task 17 Subtotal 10,030.21$ 7,258.48$ 7,258.48$ -$ 2,771.73$ $10,030.21 $2,771.73
18 Geotechnical
Quincy 1,799.03$ -$ -$ -$ 1,799.03$ $1,799.03 $1,799.03
Fugro 32,594.00$ 30,474.60$ 30,474.60$ -$ 2,119.40$ $32,594.00 $2,119.40
Task 18 Subtotal 34,393.03$ 30,474.60$ 30,474.60$ -$ 3,918.43$ $34,393.03 $3,918.43
19 65% Design
Quincy 156,831.32$ 156,793.02$ 156,793.02$ -$ 38.30$ $156,831.32 $38.30
Custom CAD 16,430.00$ 16,425.00$ 16,425.00$ -$ 5.00$ $16,430.00 $5.00
Task 19 Subtotal 173,261.32$ 173,218.02$ 173,218.02$ -$ 43.30$ $173,261.32 $43.30
20 Bridge Architecture/Streetscape
Quincy 3,244.78$ 757.03$ 757.03$ -$ 2,487.75$ $3,244.78 $2,487.75
The HLA Group, Inc.22,160.00$ -$ -$ -$ 22,160.00$ $22,160.00 $22,160.00
Task 19 Subtotal 25,404.78$ 757.03$ 757.03$ -$ 24,647.75$ $25,404.78 $24,647.75
21 90% Design 91,231.66$ -$ -$ -$ 91,231.66$ $91,231.66 $91,231.66
22 100% Design 5,424.60$ -$ -$ -$ 5,424.60$ $5,424.60 $5,424.60
23 RE Pending File/Bid Support 6,489.57$ -$ -$ -$ 6,489.57$ $6,489.57 $6,489.57
91 (ODC) Quincy 6,820.21$ 20.49$ 20.49$ -$ 6,799.72$ $6,820.21 $6,799.72
TOTAL PHASE 2 INVOICE 468,089.83$ 242,996.89$ 241,802.45$ 1,194.44$ 225,092.94$ $468,089.83 $225,092.94
Job/
Task No.DESCRIPTION
Expenditures Existing Budget
to be
reallocated
Revised Task
Budget
Revised Budget
RemainingBudget RemainingTask Budget
Following July 2016
Reallocation
2 of 2
March 16, 2017
Quincy Engineering Inc.
A03-100
2/28/17
Budget Tracking_ February 2017 Phase 2 Addendum.xls 3/17/2017 2:08 PM
Item 9.h. - Page 7
MEMORANDUM
FUGRO USA LAND, INC.
4820 McGrath Street, Suite 100 Tel: 805/650-7000
Ventura, CA 93003-7778 Fax: 805/650-7010
C:\USERS\LBERRY\DOCUMENTS\FUGRO\00HOMEWORK\BRIDGE STREET AG\BRIDGE ST.ADDBORING MEMO 3-13-17.DOCX
To: Mark Reno, Greg Young (Quincy Engineering) Date: March 13, 2017
From: Loree Berry, Greg Denlinger (Fugro) Project No: 04.62120100
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 re-
open/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).
Item 9.h. - Page 8
Memorandum to Quincy Engineering
March 13, 2017
Page 2
C:\USERS\LBERRY\DOCUMENTS\FUGRO\00HOMEWORK\BRIDGE STREET AG\BRIDGE ST.ADDBORING MEMO 3-13-17.DOCX
• 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 $9,800
Item 9.h. - Page 9
LPP 06-2 3/16/2017
CONTRACT No.Quincy Subagreement #A03-100 10H CONSULTANT COST PROPOSAL
SUB CONSULTANT:Fugro Consultants, Inc.
DIRECT LABOR
Name Classification Hours Rate*Total
Gregory Denlinger Principal Engineer 2.00 61.18$ 122.36$
Loree Berry Associate Engineer 3.00 50.48$ 151.44$
Tooraj Panah Project Geologist 2.00 43.76$ 87.52$
Tristan Gebhart Project Engineer 14.00 34.62$ 484.68$
Marissa McCallum Word Processing 1.50 27.54$ 41.31$
23 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 887.31$
Anticipated Salary Increases -$
TOTAL - Direct Labor 887.31$
INDIRECT COSTS Rate*Total
Overhead 182.567%1,619.94$
Fringe Benefit 36.10%320.32$
General & Administrative 0.00%-$
218.667%
*2015 audited rates. Latest available rate.
TOTAL - Indirect Costs 1,940.25$
FEE ( 10.00% )TOTAL - Fee 282.76$
OTHER DIRECT COSTS Units Rate Total
S/G Drilling including Materials Estimate - Billed At-Cost 1 3,100.00$ 3,100.00$
Traffic Control Services - Flagging Control Estimate - Billed At-Cost 1 1,300.00$ 1,300.00$
R&R Roll-off Bin Estimate - Billed At-Cost 1 215.00$ 215.00$
Laboratory Testing Fee Schedule Unit Rates 1 230.00$ 230.00$
Per Diam Fugro Staff Estimate - Billed At-Cost 1 150.00$ 150.00$
TOTAL - Other Direct Costs 4,995.00$
TOTAL COST 8,105.00$
City of Arroyo Grande
Bridge Street Bridge Rehabilitation
Additional Services for extending DH-101 exploratory boring
FUGRO CONSULTANTS, INC.
CONTRACT SUMMARY
Item 9.h. - Page 10