HomeMy WebLinkAbout15 - Park Avenue Bridge Replacement Project – Award of Construction Contract – Contract No. 6155 (15R20)
15-1
NEWPORT BEACH
City Council Staff Report
COUNCIL STAFF REPORT
CITY OF
February 23, 2016
Agenda Item No. 15
ABSTRACT:
The existing Park Avenue Bridge spanning the Grand Canal is more than eighty-five
(85) years old. This bridge is currently rated as “Functionally Obsolete” by the California
State Department of Transportation’s (Caltrans) bridge inspection program. Public
Works staff secured State/Federal Bridge grant funds to replace the existing bridge.
Design plans and construction contract documents were prepared and recently
advertised for public bids.
Acceptable construction bids have now been received for this project and staff is
requesting City Council approval to conditionally award the Park Avenue Bridge
Replacement Project to John S. Meek Company, Inc. of Gardena, California for the total
base bid amount of $6,326,030.00.
Additionally, staff also issued a Request for Proposal (RFP) for construction
engineering/management and inspection services for this bridge project. After
evaluating the proposals, staff is requesting City Council’s conditional approval to enter
into a Professional Services Agreement with Engineering Consultant, Fountainhead
Consulting Corporation. The award of both contracts is conditional and will only be
authorized for signatures after the City receives official notification of the Federal Funds.
RECOMMENDATION:
a) Approve the project plans and specifications;
b) Approve Budget Amendment No. 16BA-033 recognizing up to $9,109,939.00 in
federal funding from the Federal Highway Administration Highway Bridge Program (prior
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311,
dawebb@newportbeachca.gov
PREPARED BY: Fong Tse, Assistant City Engineer, ftse@newportbeachca.gov
PHONE: 949-644-3321
TITLE: Park Avenue Bridge Replacement Project – Award of Construction
Contract – Contract No. 6155 (15R20) and Approval of
Professional Services Agreement with Fountainhead Consulting
Corporation
Park Avenue Bridge Replacement Project – Award of Construction Contract – Contract
No. 6155 (15R20) and Approval of Professional Services Agreement with
Fountainhead Consulting Corporation
February 23, 2016
Page 2
15-2
year receipts of $451,270.45 plus future receipts of $8,658,668.55) and appropriating an
additional $4,690,139.00 to Account No. 13501-980000-15R20 for construction and
construction engineering management / inspection services; appropriating $50,000 from
the General Fund unappropriated fund balance to Park Avenue Bridge Replacement
Project, Account No. 01001927-980000-15R20 to augment funding for work items not
eligible for Federal Funding; and appropriating $50,000 from the Water Enterprise
Capital Fund unappropriated fund balance to Park Avenue Bridge Replacement Project,
Account No. 70201932-980000-15R20 to include funding for water system work items
that may not be eligible for Federal Funding;
c) Conditionally Award Contract No. 6155 to John S. Meek Company, Inc. of
Gardena, California for the total base bid amount of $6,326,030.00 and conditionally
authorize the Mayor and the City Clerk to execute the contract after additional Federal
Funding has been secured;
d) Encumber a construction contract contingency allocation of $632,000.00,
(approximately 10% of the total bid), to cover unforeseen conditions, work and
quantities; and
e) Conditionally Approve a Professional Services Agreement (PSA) with
Fountainhead Consulting Corporation, at a not-to-exceed price of $845,000.00, and
conditionally authorize the Mayor and City Clerk to execute the Agreement after
additional Federal Funding has been secured.
FUNDING REQUIREMENTS:
Funding is provided by a grant from the Federal Highway Administration administered
through Caltrans on a reimbursement basis. In October 2011, the City received funding
authority in the amount of $240,000.00 to begin design work. In January 2015, funding
authority for design work was increased to $886,100.00. On December 28, 2015, the
City received authority for the maximum allowable funding for construction and
engineering management/inspection work in the amount of $5,284,186.00 for a total
federal obligation of $6,170,289.00. Bid values exceed current obligation limits.
After bids were opened on February 3, 2016, Public Works aggressively pursued
obtaining additional grant funding based on the complexity of the project. On February
16, 2016, the City received notice additional Federal funding is tentatively approved, for
a total anticipated federal obligation of $9,109,939.00. Final approval is expected in the
coming days. By the start of this fiscal year, the City expended $697,806.08 on this
project and applied for and received $451,270.45 in reimbursements.
The Budget Amendment records $8,658,668.55 in additional revenue from Federal
Highway Administration Grant BRLO-5151(026) and appropriates $4,690,139.00 in
increased expenditure appropriations from grant funds. The revenue budget will be
Park Avenue Bridge Replacement Project – Award of Construction Contract – Contract
No. 6155 (15R20) and Approval of Professional Services Agreement with
Fountainhead Consulting Corporation
February 23, 2016
Page 3
15-3
posted to the Contributions Fund account in the Capital Improvements Program,
Account No. 13501-431230. Costs will be expensed to the Park Avenue Bridge Over
Grand Canal Replacement project account in the Capital Improvement Program, 13501-
980000-15R20. Additionally, the Budget Amendment appropriates $50,000 in increased
expenditure appropriations from the General Fund and $50,000 in increased
expenditure appropriations from the Water Capital Fund to cover expenses not eligible
for grant reimbursement. Costs will be expensed to the Park Avenue Bridge Over Grand
Canal Replacement project accounts in the Capital Improvement Program, Account
Nos. 01001927-980000-15R20 and 70201932-980000-15R20.
Funds will be expensed as follows:
Vendor Purpose Amount
Michael Baker Int’l Design Services $ 886,100.00
John S. Meek Co. Construction Contract $6,326,030.00
John S. Meek Co. Construction Contingency $ 632,000.00
Fountainhead Consulting Construction Engineering $ 845,000.00
Various Inspection Services, Permits, Incidentals $ 420,809.00
Total Grant Funding $9,109,939.00
Various Miscellaneous Items Not Grant Eligible $ 50,000.00
TBD Water System Items Not Grant Eligible $ 50,000.00
DISCUSSION:
The existing Park Avenue Bridge connecting Balboa Island and Little Balboa Island is
more than 85 years old and has received a “Functionally Obsolete” rating from State of
California Department of Transportation (Caltrans) under its bi-annual bridge inspection
program. Subsequent to said rating, staff applied for and secured 100% grant funding
under the Federal Highway Bridge Program (HBP) to replace the existing bridge.
On November 24, 2014, the City Council adopted Mitigated Negative Declaration No.
ND2014-002 for this project pursuant to the California Environmental Quality Act. The
necessary Permits and Conditions from the California Coastal Commission and the
State Water Quality Control Board have been incorporated as part of the Project Plans
and Specifications. Additionally, the United States Coast Guard is acting as the lead
Federal permitting agency for this project so the US Army Corps of Engineers has
withdrawn its condition for an Army Corps permit on this project.
Throughout the design phase, numerous meetings with Balboa Island Association
representatives, businesses, and residents from both Balboa Island and Little Balboa
were held to seek input and address comments and suggestions on both the design of
the new bridge as well as the necessary construction operation .
Park Avenue Bridge Replacement Project – Award of Construction Contract – Contract
No. 6155 (15R20) and Approval of Professional Services Agreement with
Fountainhead Consulting Corporation
February 23, 2016
Page 4
15-4
As a result, the project plans and specifications have included measures designed to
address their concerns including:
The installation of a rented highway-rated full-width temporary steel bridge
across the Grand Canal at Balboa Avenue for the project duration to ensure
uninterrupted access between Balboa Island and Little Balboa Island for vehicles
and pedestrians.
The placement of asphalt overlay pavement on the temporary bridge’s riding
surfaces to minimize operational noises to the extent possible.
The deployment of “crossing guard” type traffic control personnel by the
Contractor at the Balboa Avenue/Marine Avenue intersection full-time during
peak season and part-time during off seasons to assist with pedestrian and
vehicle circulation.
The temporary implementation of modified vehicle circulation pattern along some
of the Little Balboa Island streets to achieve reduced traffic times for the
residents.
The prohibition of material staging and parking vehicles by the bridge contractor
and its operations on both Islands (except approved designated areas).
The requirement of providing uninterrupted driveway and garage access for the
homes adjacent to the work sites.
The hosting of monthly meetings to keep the community abreast of the project
status.
At 10 a.m. on February 3, 2016, the City Clerk opened and read the following bids for
this project:
BIDDER TOTAL BID AMOUNT
Low John S. Meek Company, Inc. $ 6,326,030.00
2 KEC Engineering $ 9,743,380.00
The low total bid amount is substantially above the allowable Federal Funding and the
Design Engineer’s Estimate of $4,471,237.00. A detailed review of the bids, discussion
with contractors, industry professionals and Caltrans has confirmed the additional cost
is a result of the extreme difficulty in constructing a temporary and permanent bridge at
this compact site. The marine environment, the narrow and shallow Grand Canal, the
dense site, the restricted and limited access, the environmental restrictions and the
proximity to residences have all added to the complexities.
Park Avenue Bridge Replacement Project – Award of Construction Contract – Contract
No. 6155 (15R20) and Approval of Professional Services Agreement with
Fountainhead Consulting Corporation
February 23, 2016
Page 5
15-5
As discussed in the Funding Requirements section of this report, staff has aggressively
pursued additional grant funding based on the complexity of the project. Additional
Federal funding up to a total of $9,109,939.00 is anticipated. Final approval is expected
in the coming days. Since time is of the essence, staff is requesting that City Council
conditionally award both the Construction and Construction Engineering contacts and
authorize the execution of the documents after additional Federal funding has been
secured. In the event that additional Federal funding is rejected or modified, staff will
return to the City Council for the appropriate approvals or actions including a request for
additional funding or the possible rejection of the bids if necessary.
The low bidder, John S. Meek Company, Inc., possesses a California State Contractors
License Classification “A” as required by the project specifications. A check of the
contractor’s references indicates satisfactory completion of bridge projects for us and
other public agencies. Furthermore, staff understands that John S. Meek Company, Inc.
has extensive experience working in the marine and heavy civil construction industry
and with similar types of projects, features, and site constraints.
Given the need to expeditiously complete this project so as to return the community
back to normalcy at the earliest opportunity, the contract requires John S. Meek
Company, Inc. to reach substantial construction completion within 225 working days. To
achieve such a milestone, John S. Meek Company, Inc. is allowed to work extended
daytime work hours from 7 a.m. to 5 p.m. Monday through Friday. To further expedite
completion, John S. Meek Company, Inc. may request approval for extended working
hours (until 7 p.m.) on weekdays and from 8 a.m. to 3 p.m. on Saturdays for work that
can be performed with minimal noise and at the same time provide meaningful
production progress. Liquidated damages in the amount of $5,000.00 per calendar day
will be assessed in case of unjustified tardy completion.
When completed, the new bridge will appear essentially the same as the current bridge
as requested by the majority of the Island residents. However, it will have slightly wider
pedestrian sidewalks and traffic lanes over the Grand Canal; code compliant “switch-
back” ramps and staircases at all “four corners” of the bridge connecting the Grand
Canal promenade to the bridge sidewalks; a reduction of support piles to minimize the
project footprint within the canal “floor,” landscaping at both bridge approaches to
enhance the overall aesthetics; and new seawall sections at the bridge abutments.
Additionally, staff also requested proposals for construction engineering management
and bridge inspection services from professional engineering firms specializing in bridge
infrastructure construction and inspection. Eight proposals were received. The City’s
review team consisted of staff from the Public Works Department. Using Caltrans Local
Procedures Manual for consultant selection, a detailed and exhaustive qualification-
based selection process was undertaken. Each proposal was evaluated based on the
consultant team’s project understanding, experience, qualifications, planning and
Park Avenue Bridge Replacement Project – Award of Construction Contract – Contract
No. 6155 (15R20) and Approval of Professional Services Agreement with
Fountainhead Consulting Corporation
February 23, 2016
Page 6
15-6
approach, construction ideas, public outreach plan and projected level of effort. Three
firms were shortlisted for interviews. Fountainhead Consulting Corporation was
selected by the review team as the most qualified and responsive firm for this project.
Fountainhead Consulting, with specific experience and strategies for this project, scored
the highest. A check of the references indicated a high degree of satisfaction and
experience having completed similar scale work for various agencies throughout
Southern California.
Construction is expected to begin at the end of March beginning with the installation of
the temporary bridge on Balboa Avenue. Completion of the new Park Avenue Bridge is
expected in early 2017 along with the removal of the temporary bridge. In the coming
weeks, staff will be working with the contractor and the consultant to develop a detailed
schedule and work flow. Staff will also host a project specific community meeting prior
to the start of construction to share these details. A comprehensive public awareness
plan is being incorporated including 24-hour telephone number, project fact sheet,
project contact cards, weekly updates to the community through email and social media,
project website, and weekly and monthly community information meetings.
ENVIRONMENTAL REVIEW:
A Mitigated Negative Declaration (MND) was adopted by the City Council on November
24, 2014. The MND did not identify any component of the project that would result in a
“potentially significant impact” on the environment per CEQA guidelines. Specific
mitigation measures have been incorporated in the Contract Documents to reduce the
potentially significant adverse effects to a less than significant level.
NOTICING:
Extensive public outreach and community involvement was undertaken to develop and
refine the new bridge concept and discuss the many aspects of the project including,
the temporary bridge, access, construction staging and activities, etc. Several
community meetings were held with Island residents to discuss and review the project.
The project plans and specifications have been publicly bid in accordance with
applicable governing contract law and copies of said plans and specifications are
available to the public for viewing or purchase at the Public Works Department.
This 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). The Notice Inviting Bids was
advertised in the City’s official publication and in construction industry publications.
ATTACHMENTS:
Attachment A – Location Map
Attachment B – Budget Amendment
CRYSTAL AVENUE
P
A
R
K
A
V
E
N
U
E
JADE AVE
ABALONE
GRAND CANAL
S
O
U
T
H
B
A
Y
F
R
O
N
T
AVENUE
RUBYCOLLINSTURQUOISE AVE AVENUE AVENUEAVENUE
SAPPHIRE
AVENUE
AVENUE
DIAMOND
CORAL AVENUE
AMETHYST
AVENUE
AVENUE
APOLENA
MARINE
AVENUE
AVENUE
ONYX
P
A
R
K
A
V
E
N
U
E
S
O
U
T
H
B
A
Y
F
R
O
N
T
E
A
S
T
B
A
Y
F
R
O
N
T
A
V
E
N
U
E
C
R
Y
S
T
A
L
N
O
R
T
H
B
A
Y
F
R
O
N
T
B
A
L
B
O
A
A
V
E
N
U
E
B
A
L
B
O
A
A
V
E
N
U
E
P
U
B
L
I
C
W
O
R
K
S
D
E
P
A
R
T
M
E
N
T
C
-
6
1
5
5
0
2
/
0
9
/
1
6
GRAND CANAL BRI
D
G
E
R
E
P
L
A
C
E
M
E
N
T
P
R
O
J
E
C
T
LO
C
A
T
I
O
N
M
A
P
A
T
T
A
C
H
M
E
N
T
A
1
5
-
7
15-8
ATTACHMENT B