HomeMy WebLinkAbout10 - Seismic Retrofit of Balboa Island Bridge Contract No. 3212December 14, 1998
CITY COUNCIL AGENDA
ITEM NO. 10
TO: Mayor and Members of the City Council
FROM: Public Works Department
SUBJECT: SEISMIC RETROFIT OF BALBOA ISLAND BRIDGE
CONTRACT NO. 3212
RECOMMENDATIONS:
1. Approve plans and specifications for bridge seismic retrofit.
2. Award Contract No. 3212 to Traylor Bros., Inc., for the Total Base Bid Plus Additive Bid Item
amount of $2,388,697.15, and authorize the Mayor and the City Clerk to execute the
contract.
3. Authorize a $230,000 construction reserve amount to pay for any unforeseen work.
4. Approve an amendment to the City's existing construction management agreement with
Dokken Engineering, and authorize the Mayor and the City Clerk to execute the
amendment.
5. Approve a Budget Amendment to appropriate funds from additional Contributions Fund
revenue to Account No. 7251- C5100067 in the amount of $1,465,550.00.
6. Direct Staff to prepare designs, plans and specifications and obtain permits for pedestrian
walkways to be added to both sides of the bridge, and approve a Budget Amendment
transferring $30,000 from the General Fund Account No. 7013- C5100019, Street, Alley and
Parking Lot Striping to Account No. 7013- C5100067 to provide for this design.
DISCUSSION
At 2:00 PM on December 4, 1998, the City Clerk opened and read the following bids for this
project:
'Corrected Total Base Bid is $2,383,697.15
The low bid is 251/2% above the Engineer's Estimate of $1,900,000. The low bidder, Traylor
Bros., Inc, is a well -known general engineering contractor who has not performed previous
contract work for the City; however, a check with their references and the Contractors State
Bidder
Total Base Bid
Additive Bid Item
low
Traylor Bros., Inc.
$ 2,383,697.00'
$ 5,000.00
2
Vandani Construction Company, Inc.
2,618,704.27
16,000.00
3
John S. Meek Company, Inc.
2,952,858.31
10,000.00
4
Lehigh Construction Company
4,061,554.00
100,000.00
'Corrected Total Base Bid is $2,383,697.15
The low bid is 251/2% above the Engineer's Estimate of $1,900,000. The low bidder, Traylor
Bros., Inc, is a well -known general engineering contractor who has not performed previous
contract work for the City; however, a check with their references and the Contractors State
SUBJECT: SEISMIC RETROFIT OF BALBOA ISLAND BRIDGE - CONTRACT NO. 3212
December 14, 1998
Page 2
License Board indicates that Traylor has contracted a wide variety of projects nationally and is
successfully completing the removal of Aliso Pier for the County of Orange and the retrofit of
Vincent Thomas Bridge for Caltrans. They have no pending actions detrimental to their
contractors license.
BACKGROUND
The Balboa Island Bridge was built in 1930. It consisted of 10 separate, straight -line reinforced
concrete segments butted end -to -end to form a 400 foot long structure.
The 1971 San Fernando earthquake exposed a number of deficiencies in the State of
California's ( Caltrans') bridge design methods. Caltrans determined that all bridges within the
State should be capable of surviving a maximum credible earthquake. Some damage was felt
to be inevitable, but collapse was believed to be preventable with proper "retrofitting ".
Caltrans' seismic retrofit program was initiated after the earthquake. It's initial objective was to
ensure the continuity of all superstructure joints in bridges which are subject to large ground
accelerations. The effort was completed in 1987, after some 1300 State highway system
bridges had been retrofitted.
The City shared in the effort by retrofitting the Balboa Island Bridge in 1980. Cable restrainers
and piles were added to join the 10 segments together and reduce the effects of liquefaction
upon the bridge during earthquakes, thus meeting the then - current seismic standards.
Likewise, the Lido Isle and Little Island bridges were retrofitted in 1984, all at the City's sole
expense.
The 1989 Loma Prietta earthquake brought about a second phase of bridge seismic retrofit in
which all 25,000 publicly owned bridges within the State were reanalyzed to determine their
resistance to collapse due to a large earthquake. Special attention was focused upon
substructures; i.e., bridge foundations.
In 1990, City staff began working with Caltrans officials on this second phase seismic analysis
upon the City's 10 bridges. The City retained Dokken Engineering, a Sacramento -based bridge
design firm, to prepare a detailed seismic analysis and study report for the bridges, and to
present them in a "Strategy Meeting" at Catrans' Sacramento offices. Various alternatives for
retrofitting the bridges were considered, but Caltrans' did not issue the City approval to proceed
with design.
In 1994, Catrans changed its methodology for seismic analysis. Dokken prepared another
analysis and report, and again presented them in a strategy meeting. Finally during 1996,
Caltrans agreed that three of the City's bridges (Balboa Island, Lido Isle, and Newport Island)
were deemed likely to suffer severe damage in a large earthquake, and issued the City "Notice
to Proceed" with final designs to retrofit the three bridges.
The latest analysis indicated that the three bridges met Caltrans' funding criteria for bridges that
are "subject to collapse ", and qualified for 100% reimbursement of final design, construction,
and construction engineering costs using Federal Highway Administration (FHWA) Highway
Bridge Rehabilitation and Replacement and State of California Seismic Retrofit Program funds.
SUBJECT: SEISMIC RETROFIT OF BALBOA ISLAND BRIDGE - CONTRACT NO. 3212
December 14, 1998
Page 3
According to the Caltrans funding formula, the City was approved for reimbursement of as
much as $264,000 in final design costs and $2.1 million in construction and construction
engineering costs for the three bridges.
In early 1998, final design plans and specifications for the three bridges were approved and
Caltrans issued a "Notice to Proceed" with construction. Because environmental and logistical
issues precluded construction on the Balboa Island Bridge during the summer and fall, the City
reduced the project to retrofitting the Lido Isle and Newport Island bridges. That contract work
is now almost complete.
CONSTRUCTION CONTRACT
The Balboa Island Bridge work includes constructing additional five foot diameter bridge piles,
extending existing pile caps to connect to the new piles, constructing shear keys between
segments of the bridge, relocating navigational lighting, and patching, crack sealing and
recoating the newly- constructed portions of the bridge to match the existing finish.
Dokken has prepared final plans, specifications and estimate (PS &E) for retrofitting the bridge.
Their construction estimate was $1.9 million, and they recommend that a $230,000 construction
reserve amount be set aside to pay for any unforeseen work related to pile driving and patching
the existing bridge.
The contract contains an "Additive Bid Item" (ABI). The ABI requires the contractor to furnish
$1,000,000 of liability insurance to cover any direct physical damage to private property or
dwellings within a 120 foot radius of the pile driving operation, and to name such property
owners on the policy as additional insured.
The contract also specifies that the contractor shall provide disadvantaged business enterprise
(DBE) participation of at least 10% of the contract amount using DBE subcontractors or
suppliers, or provide evidence of a "good faith effort" to do so.
The contractor will be allowed to work between the hours of 7:00 AM and 6:00 PM Monday -
Friday, but not on holidays, Saturdays or Sundays or after 3:00 PM on a day preceding a non -
work day. Pile driving will be restricted to the hours of 8:00 AM to 6:00 PM M -F. One vehicle
lane across the bridge may be closed between the hours of 9:00 AM and 4:00 PM for as many
as 45 working days and for no more than two - 20 minute periods during the remaining working
days. No lane closures will be permitted during the two weeks of Spring Break, March 27'h to
April 11'h. Lane closures will be directed by flagmen,
All work shall be completed within 99 consecutive working days (approximately 41/2 months).
Assuming no unforeseen delays, work should start in January and be completed during May.
Liquidated damages are $2,000 per calendar day.
PERMITS
The State has determined that bridge seismic retrofit projects are categorically exempt from the
provisions of the California Environmental Quality Act (CEQA). A Notice of Exemption under
a
SUBJECT: SEISMIC RETROFIT OF BALBOA ISLAND BRIDGE - CONTRACT NO. 3212
December 14, 1998
Page 4
Section 15301(c) of CEQA was prepared and filed with the County Recorder. Caltrans' Division
of Structures has reviewed the PS &E, and they have also been approved by the FHWA.
The Regional Water Quality Control Board has waived its waste discharge requirements for the
project, and a water quality standards certification is not needed. Since the project meets their
definition of "Bridge Repair ", a U.S. Coast Guard permit is not required.
The Corps of Engineers has determined that bridge retrofit work complies with the terms and
conditions of nationwide permit NW03 for repair, rehabilitation and replacement of authorized
structures. In addition, the work complies with the terms and conditions of NW33 for temporary
structures, work and discharges, including cofferdams, necessary for construction activities or
access fills or dewatering of construction sites. Furthermore, the City must comply with the
following special conditions:
Monitor and mitigate marine resources according to a report that was prepared by the
City's biological consultant, Coastal Resources Management. This includes revegetating at
a ratio of 1.2 to 1 areas of eelgrass that may be reduced as a result of thelroject. Further,
the report states that pile driving shall not be performed between April 1S and September
1s' in order to avoid potential harassment of foraging California brown pelicans and /or
California least terns.
Obtain written approval of its mooring plan from the U.S. Coast Guard prior to initiating
work.
3. Keep a navigational span clear of work equipment during non -work periods.
A Coastal Development Permit has been obtained subject to compliance with the following
additional special conditions:
Implement Best Management Practices to minimize adverse impacts on marine resources
and water quality.
2. Implement Least Environmentally Damaging Techniques to minimize adverse impacts on
marine resources and water quality.
3. Provide a marine biologist to monitor construction.
4. Map eelgrass stands before and after construction.
PUBLIC INPUT
For more than a year, staff has met with Balboa Island residents and representatives of various
Balboa Island associations to apprise them of the upcoming work and to accommodate their
needs within the provisions of the construction contract. Staff has assured them that the
contract provisions have been structured such that work would not occur during the summer,
not obstruct vehicular traffic across the bridge during Spring Break, and minimally impact
vehicular access to Balboa Island at all other times.
SUBJECT: SEISMIC RETROFIT OF BALBOA ISLAND BRIDGE - CONTRACT NO. 3212
December 14, 1998
Page 5
This last summer, a "hot issues" committee of Balboa Island association representatives
requested that the City include aesthetic improvements to the bridge to mitigate what they felt
would be an ugly seismic retrofit. The plans were revised by rounding and redimensioning
bridge pile cap extensions so that the lines of the bridge would be softened and appear more
"arch -like" when viewed from the channel or bay front. Exhibits Nos. 1 and 2 are photo
enhancements that show two views of the bridge before and after the planned retrofit.
The "hot issues" committee felt that this change was an improvement but still did not provide an
acceptable aesthetic treatment. Working with several local architects, the committee developed
a concept for providing 8 foot wide pedestrian walkways along each side of the bridge. They
felt that the walkways would hide the new pile cap extensions, and quoted costs in the
$200,000 range for the work, based upon estimates for wood construction from a local marine
pier contractor. The staff had concerns that the proposed relatively light wood construction
would not wear well under constant public use and would also have high maintenance costs.
To get a second opinion, a noted bridge architect that is associated with Dokken, Donald
MacDonald of San Francisco was retained to review the proposed walkway concept.
MacDonald met with Staff and the committee to receive input needed for preparing preliminary
sketches of a walkway that would be aesthetic and have the durability needed for a public
facility. His sketches for the walkways are attached. A wood structure was estimated to cost
about $400,000 and a concrete structure about $500,000. MacDonald recommended the
concrete structure because it would have only minimal annual maintenance and would last
much longer that a wooden structure in the marine environment. Exhibits 3 and 4 show Mr.
MacDonald's conceptual elevation of concrete and wood alternatives for the added walkway.
Construction of bridge upgrades and additions will not qualify for State or Federal seismic
retrofit funding. The City budget has no alternative source of funding to pay for such work. It is
recommended that the City Council direct staff to proceed with the preparation of designs,
plans and specifications for a concrete structure pedestrian walkway addition to the Balboa
Island Bridge. The pedestrian structure could be added to this contract at a later date through a
negotiated change order or could be added after the retrofit is completed through a competitive
bid process. The timing will depend on when the added funding can be programmed and when
the necessary permits can be obtained.
The design and preparation of plans and specifications and permitting for the pedestrian
walkways will probably take three to four months. It is anticipated that the design and
permitting can be accomplished for $30,000. A budget amendment transferring funds from the
General Fund 7013- C5100019 Street, Alley and Parking Lot Striping to Account No. 7013 -
05100067 will be required to proceed.
CONSTRUCTION MANAGEMENT
Because of the magnitude of work being performed and the technical nature of seismic retrofit
work over water, it is recommended that an outside construction management (CM) firm be
retained for the project and that Dokken Engineering's existing contract for the two bridge
project be amended to add construction management for the Balboa Island Bridge project. The
reasons are as follows.
SUBJECT: SEISMIC RETROFIT OF BALBOA ISLAND BRIDGE - CONTRACT NO. 3212
December 14, 1998
Page 6
Until last fall, the three bridges were planned to be retrofitted under a single seismic
retrofit contract. Due to scheduling concerns, the Balboa Island Bridge was removed
from the project and the two other bridges were done separately.
Proposals were solicited from construction management firms to provide services for a
bridge retrofit project. Of the three firms that submitted proposals, Dokken Engineering
ranked as the best qualified to perform the work and they were retained to manage
construction of the retrofit for the two- bridge project. That work is close to completion.
Dokken's construction management performance has been very good and it is
recommended that their professional services agreement be amended to cover
construction management of the Balboa Island Bridge retrofit contract because the
nature of the two retrofit projects are similar.
Dokken has proposed to provide the construction management services, materials testing and
environmental monitoring for the Balboa Island Bridge seismic retrofit. Under the State's
"actual cost plus fixed fee" format, Dokken's fee will be $196,850. An amendment to the
professional services agreement for Dokken's current two- bridge contract has been prepared
and is attached.
The retrofit construction and construction management services for the Balboa Island bridge
are 100% funded by the FHWA and the State. A Budget Amendment is needed to appropriate
$1,465,550.00 to the Contributions Account No. 7251- C5100067, Bridge Retrofit Program to
cover the completion of this contract.
Respectfully submitted,
Public Works Department
Don Webb, Director
By:
Lloy alton, PE
Deslign Engineer
Attachments: Exhibit 1 — Photo Enhancement of Retrofit
Exhibit 2 - Photo Enhancement of Retrofit
Exhibit 3 — Alternate 1 Concrete Pedestrian Bridge
Exhibit 4 — Alternate 2 Wood Pedestrian Bridge
Professional Services Amendment
Bid Summary
Budget Amendment
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AMENDMENT NO. 1
TO
PROFESSIONAL SERVICES AGREEMENT
THIS AMENDMENT No. 1 TO PROFESSIONAL SERVICES AGREEMENT
(hereinafter referred to as "Amendment'), entered into this day of
1998, by and between the City of Newport Beach. a Municipal
Corporation (hereinafter referred to as "City "), and Dokken Engineering, whose
address is 3914 Murphy Canyon Road, Suite A -153. San Diego, California
92123. (hereinafter referred to as "Consultant "), is made to amend the
agreement entered into the 8th day of June, 1998, by and between the
aforementioned parties, (hereinafter referred to as "Agreement') as follows:
RECITALS
B. City also desires to construct Seismic Retrofit of Balboa Island Bridge,
Contract No. 3212, as portion of Project.
C. City also desires to engage Consultant to provide Construction
Management Services for Project upon the terms and conditions contained in this
Amendment.
D. City has also solicited and received a proposal from Consultant, has
reviewed the previous experience and evaluated the expertise of Consultant, and
desires to contract with Consultant under the terms and conditions provided in
this Amendment.
1. TERM
The term of Agreement is extended six (6) months terminating on the 81' day of
December, 1999, unless terminated earlier as set forth in Agreement.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all additional duties set forth in the scope of
services, Exhibit "A ", attached hereto and incorporated herein by reference.
3. COMPENSATION TO CONSULTANT
City shall pay Consultant for additional actual costs (including labor, employee
benefits, overhead, and other direct costs) incurred by Consultant and listed
subconsultants in the performance of services in an additional amount not to
exceed $184,084.65 for a total actual costs not to exceed $248,095.67 exclusive
of any fixed fee.
City shall compensate Consultant an additional fixed fee in additional amount of
$12,766.27 for a total fixed fee of $18,032.37.
The schedule of billing rates and cost estimate for this Amendment is set forth in
Exhibit "B" attached hereto and incorporated herein by reference. A breakdown
of hours worked by month for this Amendment is set forth in Exhibit "C' attached
hereto and incorporated herein by reference.
IN WITNESS WHEREOF, the parties have caused this Amendment to be
executed on the day and year first written above.
APPROVED AS TO FORM:
By: V �
Robin Clauson
Assistant City Attorney
ATTEST:
A
LaVonne Harkless
City Clerk
CITY OF NEWPORT BEACH
A Municipal Corporation
Dennis D O'Neil, Mayor
City of Newport Beach
CONSULTANT
LIN
Richard T. Liptak, P.E.
Project Manager
EXHIBIT "A"
SERVICES TO BE PERFORMED
Start Up - Prior to starting work, Consultant shall review specifications and
permits with the Contractor to assure complete understanding of environmental
and public relations concerns relating to constructing the seismic retrofit of
Balboa Island Bridge.
Contractor Submittal and Shop Drawing Reviews - Consultant shall be
responsible for reviewing shop drawings for the architectural caps, the Water
Pollution Control Plan (WPCP) submittal, proposed filler material for spall repair
submittal, and all other materials submittals.
Public Relations - Consultant shall ensure that good public relations are
maintained with the surrounding property owners, business and resident
associations, the City Council, Caltrans, and the media. Consultant shall set up
a meeting for these parties prior to the commencement of construction. The goal
of the meeting will be to obtain valuable input and incorporate their concerns
throughout the project. Consultant shall meet with City officials and the public as
needed.
Eelgrass Habitat Monitoring — Consultant shall coordinate all services to be
provided by the Qualified Marine Biologist necessary to satisfy all permit and
contract requirements related to protecting and monitoring the eelgrass habitat.
Subconsultants - Consultant shall provide the following subconsultant services:
Ninyo & Moore (Materials Testing) — will provide the quality assurance
materials testing for structural concrete, spall repair filler material, epoxy
cartridges for drill and bond dowels, and ultrasounding full - penetration butt
welds of steel shells if required.
Agra Earth and Environment (Independent Assurance Testing) — will
provide independent quality assurance testing of structural concrete.
MBC Applied Environmental Sciences ( Eelgrass Monitoring) — will provide
fully qualified marine biologist(s) to perform pre and post - construction
eelgrass reconnaissance surveys, to mark with buoys the outlines of the
several eelgrass patches, to monitor the construction process periodically
to ensure that all efforts are being taken to minimize impact to the
eelgrass habitat, and to verify that the Contractors Biological Monitor is
performing all necessary duties of applicable permits.
EXHIBIT "B"
Construction Management Services for Seismic Retrofit of
Balboa Island Bridge (C -3212 )
ESTIMATE OF COSTS
Dokken Engineering
Hourly Fee
Hours Worked
Total
Richard T. Liptak, P.M.
$ 41.50
45
$ 1,867.50
Richard Fitterer, R.E.
31.00
1002
31,062.00
Geoffrey Warrick, Inspector
18.50
1002
18,537.00
Total Direct Cost Labor
51,466.50
Labor Overhead
Multiplier (1.4805) Total Labor Overhead 76,196.15
Direct Costs
Trucks, computers, etc. @ $58 /day Total Direct Costs 5,742.00
Subconsultants
Ninyo & Moore $ 26,680.00
Agra Earth and Environment 4,000.00
MBC Applied Env. Sci. 20,000.00
Total Subconsultant Cost $ 50,680.00
Fee (10 %)
Total Price
Total Fixed Fee $ 12,766.27
$ 196,850.92
1. Consultant agrees that the Contract Cost Principles and Procedures,
CFR 48, Chapter 1, Part 31, shall be used to determine the allowability
of individual items of cost.
2. Consultant agrees to comply with federal procedures in accordance with
CFR 49, Part 18, "Uniform Administrative Requirements for Grants and
Cooperative Agreements to State and Local Governments."
3. Costs for which payments have been made to Consultant, which are
determined by subsequent audit to be unallowable under CFR 48,
Chapter 1, Part 31, shall be refunded by the Consultant.
4. Costs shown in this estimate are for Amendment only.
EXHIBIT "C"
Construction Management Services for Seismic Retrofit of Balboa Island Bridge
Project No. C -3212
ESTIMATE OF HOURS
1999
D
J
F
M
A
M
Hours
Richard T. Liptak, P.E.
JProiect Manager
5
10
5
10
5
10
45
Richard Fitterer, P.E.
Resident En ineer
40
190
190
196
196
190
1002
Geoff Warrick
FUJI -Time Inspector
40
190
190
196
196
190
1002
Total Hours
85
390
3Q5
l 402
397
390
2049
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City of Newport Beach
BUDGET AMENDMENT
1998 -99
EFFECT ON BUDGETARY FUND BALANCE:
8Increase Increase Revenue Estimates
BudgetAopropriations AND
Transfer Budget Appropriations X
�X from existing budget appropriations
X from additional estimated revenues
from unappropriated fund balance
EXPLANATION:
NO. BA- 031
AMOUNT: $1,465,550.00
Increase in Budgetary Fund Balance
Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
Appropriate additional revenues and expenditures for additional costs associated with the seismic retrofit of the
Balboa Island bridge. Additional project expenditures will be reimbursed by Federal and State seismic retrofit
funds and a transfer from existing General Fund appropriations.
ACCOUNTING ENTRY:
Amount
BUDGETARY FUND BALANCE Debit Credit
Euad Account Description
Fund Balance Control
REVENUE APPROPRIATIONS (3601)
Division Number
Account Number
Signed:
anc' Approval: Finance re or Date
Signed:
AtIministrative Approval: City Manager Date
Signed:
City Council Approval: City Clerk Date
Fund /Division
Account
Description
Contributions
Fund 250
4863
Seismic Retrofit Reimbursements $1,465,550.00
EXPENDITURE APPROPRIATIONS (3603)
Description
Division
Number
7251
Contributions Fund
Account
Number
C5100067
Bridge Retrofit Program $1,465,550.00
Division
Number
7013
Street
Account
Number
C5100019
Street, Alley and Parking Lot Stripping $30,000.00
Division
Number
7013
Street
Account
Number
C5100067
Bridge Retrofit Program $30,000.00
Division
Number
Account
Number
Division Number
Account Number
Signed:
anc' Approval: Finance re or Date
Signed:
AtIministrative Approval: City Manager Date
Signed:
City Council Approval: City Clerk Date