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HomeMy WebLinkAbout - PW - Jamboree Rd Bridge Widening Over SR-73.pdfCITY OF SEW POR NEWPORT BEACH M Cq<cOFNP City Council Staff Report Agenda Item No. 9 October 11. 2011 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Stephen G. Badum, Public Works Director 949 - 644- 3311,sbadum @newportbeachca.gov PREPARED BY: Andy Tran APPROVED: A TITLE: Approval of Amendment No. 4 with RBF Consulting for Jamboree Road Bridge Widening Over State Route 73 (C -3724) ABSTRACT: The City entered into a Professional Services Agreement with RBF Consulting, (RBF) for the design of the Jamboree Road Bridge Widening over State Route 73 project. Additional funds are required in order to increase construction support services with RBF Consulting. In accordance with Council Policy F -14, City Council approval is required in order to process Amendment No. 4. RECOMMENDATIONS: Approve budget amendment No. 12BA - 011 appropriating $84,972.00 from the unappropriated Transportation and Circulation fund balance to project account number 7261- C5100784. 2. Approve Amendment No. 4 with RBF for additional construction support services for the Jamboree Road Bridge Widening over State Route 73 project (C- 3724). FUNDING REQUIREMENTS: Upon approval of a budget amendment sufficient funds will be available for Amendment No. 4. Funds will be expended from the Transportation and Circulation account (7261 - 05100784). DISCUSSION: This project is located on Jamboree Road between Bayview Way and MacArthur Boulevard. The project involves widening the west side of the Jamboree Road Bridge overcrossing at State Route 73 to accommodate one additional thru lane in each travel direction. Approval of Amendment No. 4 with RBF Consulting for Jamboree Road Bridge Widening Over State Route 73 (C -3724) October 11, 2011 Page 2 Construction is currently in progress and is approximately 30 percent complete. Due to the complex nature of the bridge structure and unforeseen existing conditions, the design is being modified to avoid conflict with existing improvements. In addition, the numerous design material submittals and Requests for Information (RFIs) from the contractor require additional efforts by RBF. Amendment No. 4 with RBF in the amount of $84,972.00 is needed to increase construction support services. RBF is uniquely qualified to provide these services since they are the engineer of record for the design of the bridge structure. With the approval of Amendment No. 4, the total amended contract compensation to RBF for Design and Construction services will be $1,126,959.00 ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). Submitted by: Attachments: A. Budget Amendment B. Amendment No. 4 with RBF Consulting C. Project Location Map 2 Attachment A City of Newport Beach NO. BA- 12BA -011 BUDGET AMENDMENT 2011 -12 AMOUNT: $ea,97z.00 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase in Budgetary Fund Balance �X Increase Expenditure Appropriations AND X Decrease in Budgetary Fund Balance Transfer Budget Appropriations No effect on Budgetary Fund Balance SOURCE: from existing budget appropriations from additional estimated revenues qX from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: To increase expenditure appropriations from the Circulation and Transportation Fund Balance for the Jamboree Road Bridge Widening over State Route 73. This is to cover increased construction suppport services. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account 260 3605 REVENUE ESTIMATES (3601) Fund /Division Account EXPENDITURE APPROPRIATIONS (3603) Description Circulation and Transportation - Fund Balance Description Amount Debit Credit $84,972.00 Signed: Signed: Approval: City City Council Approval: City Clerk 101411 Date Date F Description Division Number 7261 Transportation and Circulation Account Number C5100784 Jamboree Road Widening over SR73 $84,972.00 Division Number Account Number Division Number Account Number Division Number Account Number ' Automatic System Entry. Signed: 'w"r, j, „,' �i C Financial Apbioval: Administrative Services Director Date Signed: Signed: Approval: City City Council Approval: City Clerk 101411 Date Date F Attachment B AMENDMENT NO. FOUR TO PROFESSIONAL SERVICES AGREEMENT WITH RBF CONSULTING FOR JAMBOREE ROAD WIDENING OVER SR 73 PROJECT THIS AMENDMENT NO. FOUR TO PROFESSIONAL SERVICES AGREEMENT ( "Amendment No. Four "), is entered into as of this day of 2011, by and between the CITY OF NEWPORT BEACH, a California Municipal Corporation ( "City "), and RBF CONSULTING, a California Corporation whose address is 14725 Alton Parkway, Irvine, California 92618 ( "Consultant'), and is made with reference to the following: RECITALS: A. On April 12, 2005, City and Consultant entered into a Professional Services Agreement ( "Agreement') for engineering services for the Jamboree Road Widening Over SR 73 Project ( "Project'). B. On August 8, 2006, City and Consultant entered into Amendment No. One to the Agreement to increase the scope of work and increase the total compensation ( "Amendment No. One "). C. On April 7, 2009, City and Consultant entered into Amendment No. Two to the Agreement to extend the term of the Agreement to December 31, 2011 ( "Amendment No. Two'). D. On July 8, 2010, City and Consultant entered into Amendment No. Three to the Agreement to reflect additional services not included in the Agreement or prior Amendments, to extend the term of the Agreement to December 31, 2012, increase the total compensation and update various standard terms to the Agreement ( "Amendment No. Three "). E. City desires to enter into this Amendment No. Four to reflect additional services not included in the Agreement or prior Amendments, to increase the scope of work and increase the total compensation. F. City and Consultant mutually desire to amend the agreement, as provided below. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 4 1Z 1. SERVICES TO BE PERFORMED Section 2 of the Agreement, as amended shall be supplemented to include the Scope of Services dated June 30, 2011, which is attached hereto as Exhibit 'A' and incorporated herein by reference. The City may elect to delete certain tasks of the Scope of Services at its sole discretion. 2. COMPENSATION The introductory paragraph to Section 4 of the Agreement as amended shall be amended in its entirety and replaced with the following: City shall pay Consultant for the services on a time and expense not -to- exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached to the Agreement. Consultant's total amended compensation for all work performed in accordance with this Agreement and all prior amendments, including all reimbursable items and subconsultant fees, shall not exceed One Million, One Hundred Twenty -Six Thousand, Nine Hundred Fifty -Nine Dollars and no /100 ($1,126,959.00) without prior written authorization from City ( "Total Amended Compensation "). No billing rate changes shall be made during the term of this Agreement without the prior written approval of the City. 3.1 The Total Amended Compensation reflects Consultant's additional compensation for additional services to be performed in accordance with this Amendment No. Four, including all reimbursable items and subconsultant fees, in an amount not to exceed Eighty -Four Thousand, Nine Hundred Seventy -Two Dollars and no /100 ($84,972.00), without prior written authorization from City. 3. INTEGRATED CONTRACT Except as expressly modified herein, all other provisions, terms, and covenants set forth in the Agreement as amended shall remain unchanged and shall be in full force and effect. 5 IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. Four on the dates written below. APPROVED AS TO FORM: CITY OF NEWPORT BEACH, OFFICE O T�'H'�'C/ITY ATTORNEY A California municipal corporation Dater Date: B} Leonie Mulvihill Assistant City Attorney ct1 ATTEST: Date: By: Leilani L Brown City Clerk Bv: Michael F. Henn Mayor CONSULTANT: RBF CONSULTING, a California Corporation By: Gary L. Warkentin, Vice President Date: By: Douglas J. Frost. Executive Vice President and Chief Financial Officer Attachment: Exhibit A — Additional Services to be Performed M 2610 1 r June 30, 2011 Andy Tran, P.E. Senior Civil Engineer City of Newport Beach 3030 Newport Boulevard Newport Beach, CA 92663 Subject: Jamboree Road / SR -73 Bridge Widening Project — Addendum for Construction Support Services Dear Andy: JN 10- 104114.002 RBF Consulting (RBF) is submitting this addendum request for continued construction support services for the Jamboree Road /SR -73 Bridge Widening project in the City of Newport Beach. Our proposal includes the following Scope of Work and attached Task/Hour Breakdown and Fee Proposal. SCOPE OF WORK During the construction phase, RBF will continue to work closely with the City and its representative to assist and advise the City in order to minimize construction conflicts and to expedite project completion. Task 1 Shop Drawing and Submittal Review RBF will review submittals and shop drawings requested by the City or its representative. The review of shop drawings is assumed to include bridge working drawing submittals, construction contractor's submittals for substitutions, construction contractor's alternative construction approval, structural steel layout for structures, storm drain pipe, concrete mix design, traffic signal equipment, and others as required by the City or its representatives. The shop drawing scope assumes one review of each submittal and one back check of re- submittals. Incomplete submittals will not be accepted for initial review. Multiple reviews of re- submittals that do not adequately address the initial review comments are not included. The total fee paid for this task shall include full payment for shop drawing reviews as required forthe project, excluding any Cost Reduction Incentive Proposal (CRIP) change orderwork. One hundred twenty four (124) hours is budgeted for this task. Task 2 4 -Scale Drawings RBF shall prepare a drafted Deck Contour Plot (otherwise known as 4- scale Plan) in accordance with Caltrans Memo To Designers 2 -2 and Bridge Design Details, Section 4 -10. The large scale plots will be prepared and delivered to the City for use by the Contractor during construction. Sixteen (16) hours is budgeted for this task. PLANNING ■ DESIGN ■ CONSTRUCTION 14725 Afton Parkway, Irvine, CA 92618 -2027 N P.O. Box 57057, Irvine, CA 92619 -7057 - 949.472.3505 • FAX 949.472.8373 Offrzs located throughout Cafifomia, Arizona & Nevada • www.R8F.com Mr. Andy Tran June 30, 2011 Page 2 Task 3 Additional Drawings If requested by the City, RBF will prepare additional drawings and change -order supporting documents. Forty (40) hours is budgeted for this task. Task 4 Site Visits /Field Meetings RBF will visit the job site as requested by the City or its representative. Regularly scheduled construction observation or attendance at weekly meetings is specifically excluded from this scope of work. Forty five (45) hours is budgeted for this task. Task 5 Respond to Inquiries /Requests for Information (RFI's) RBF will provide response to contractor's requests for information (RFI's) about the plans and specifications forwarded by the City or its representative. This task includes conferring with the City's Resident Engineer /Construction Manager regarding the RFI as appropriate. One hundred thirty five (135) hours is budgeted for this task. Task 6 Change Order Preparation and Review Upon written authorization from the City, RBF will provide engineering design services for revisions to construction documents resulting from changed field conditions, construction methods, or other change order work. Change Order documentation and processing will be prepared by the City or its representative and is specifically excluded from this scope of work. Specific fee authorization is required from the City prior to commencement of work on each revision. Eighty (80) hours is budgeted for this task. Task 7 Record Drawings Following the completion and acceptance of the project, RBF will furnish the City with a complete set of revised full size reproducible as -built plans. Revisions will be based solely on as -built information provided by the City or its representative. RBF assumes no responsibility for the accuracy of the information provided by the City or its representative. One hundred (100) hours is budgeted for this task. Task 8 Electronic Submittal to Caltrans Following the completion and acceptance of record drawings, RBF will furnish Caltrans with a complete set of record drawings (hard copy and electronic format) in accordance with the Cooperative Agreement between Caltrans and the City. The scope does not include conversion of files from Microstation v7 format to Microstation v8 format. Electronic submittal to the Office Engineer (OE) is explicitly excluded from this task. A separate scope and fee will be provided if any of the above exclusions become a requirement by Caltrans One hundred (100) hours is budgeted for this task 8 R Mr. Andy Tran June 30, 2011 Page 3 Reproduction Services and Other Expenses RBF will provide all reproduction services and other related expenses for RBF's work elements during construction. This includes all reprographics and photocopying for RFI's, revised plans, and shop drawings, and other in -house reproductions. $1,000 is budgeted for this task. The estimated budget for continued support services is $84,972. Professional services during this phase will be on a time and material basis. RBF looks forward to continuing to work with the City of Newport Beach on this important project. Please contact me at (949) 855 -3625 if you have any questions. Sincerely, Gary L. Warkentin Senior Vice President Transportation Planning cc: Came Davis, MS 415 Stefan Hoffineister, MS 420 Janie Janks, MS 130 H: 1pdata \101041l4Wdmin\contmct\4114 Scope of Work.d= M JAMBOREE ROAD / SR -73 BRIDGE WIDENING PROJECT CONSTRUCTION SUPPORT TASK/HOUR BREAKDOWN a3F M ONSUL-TING 6/30/2011 TASK TOTAL Hours $ 1 Shop Drawing and Submittal Review 124 18,152 2 4 -Scale Drawings 16 1,960 3 Additional Drawings 40 5,280 4 Site Visits /Field Meetings 45 6,400 5 Respond to Inquiries/Requests for Information (RFI's) 135 19,100 6 Change Order Preparation and Review 80 11,640 7 Record Drawings 100 10,720 8 Electronic Submittal to Caltrans 100 10,720 Reproduction Services and Other Expenses 1,000 TOTAL FEE 624 $84,972 H : \pdata \10104114\Admin\contract \4114 Task Hour Breakdown.xlsx 10 PROJECT LOCATION JAMBOREE RD. BRIDGE WIDENING LOCATION MAP CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT XX I N.T.S. I X OF XX TJM C -3724 R- XXXX -S 4 Attachment C "