REPORT TO COUNCIL
SUBJECT
Title
Award of Bid No. PW17-22 for the Calabazas Creek Bridge Replacement Project at Old Mountain View-Alviso Road, and Award Contracts for Phase 2 Construction Management Services and Engineering Services During Construction (F17-111 and F17-112)
Report
REPORT IN BRIEF
Approval is requested for the following items related to the Calabazas Creek Bridge replacement at Old Mountain View-Alviso Road:
• Award a construction contract in the amount of $4,319,295 to Flatiron West Inc. of Benicia;
• Approve a 10% construction contingency in the amount of $431,930;
• Award a Phase 2 construction management contract in an amount not-to-exceed to $659,887 to Vali Cooper & Associates Inc. of Emeryville;
• Approve a 10% construction management contingency in the amount of $65,989;
• Award a contract for engineering services during construction to Biggs Cardosa Associates Inc. of San Jose in an amount not-to-exceed $123,780; and
• Approve a 10% contract contingency in the amount of $12,378.
EXISTING POLICY
Section 1309 of the City Charter requires public works construction contracts to be awarded to the lowest responsive and responsible bidder. Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, Council approval is required for transactions exceeding $100,000.
ENVIRONMENTAL REVIEW
The project required both federal and state environmental reviews. The federal review or National Environmental Policy Act (NEPA) was completed as of March 8, 2016. A Categorical Exemption/Categorical Exclusion (CE) was approved for the Project by Caltrans.
The state review pursuant to the California Environmental Quality Act (CEQA) was completed and a Mitigated Negative Declaration (MND) and Mitigation, Monitoring and Reporting Program was approved by Council on July 26, 2016 (RTC No. 16-0467). Various environmental conditions will be implemented during the construction of the project.
BACKGROUND AND DISCUSSION
The purpose of this project is to replace the Calabazas Bridge at Old Mountain View-Alviso Road, which has been listed as “structurally deficient” by Caltrans. The existing structure includes moderate to severe deck cracking and spalling, delaminated concrete, speckled rust and flaking on steel members, inadequate bicycle/pedestrian access, and is currently within the 100-year floodplain. Due to these deficiencies, the bridge is eligible for Caltrans-administered Federal Highway Bridge Program (HBP) funding for 88.53% of the design, right-of-way, and construction activities related to the project.
The replacement bridge will be constructed on the same alignment as the existing bridge and will consist of a three-span bridge approximately 125 feet in length and 52 feet in width. The bridge will include two 12-foot wide traffic lanes, two 7-foot wide shoulders/bike lanes, two 6-foot wide sidewalks and two 1-foot thick barriers. The bridge will provide for safe pedestrian and bicycle passage across both sides of the bridge and will be elevated to meet Santa Clara Valley Water District requirements for design flood clearance in Calabazas Creek.
Project Design and Construction Support Services
The design contract for the project was awarded to Biggs Cardosa Associates (BCA) in 2014 as the result of a Request for Proposals (RFP) process utilizing Caltrans Local Assistance procedures required for federally-funded projects (RTC No. 14-0204 in the amount of $1,167,077 plus a 10% contingency). The design was fully completed in January 2017.
Due to the federal grant restrictions, the engineering services during construction work scope for BCA was not included in the initial design contract even though these services were part of the RFP selection process. The work has now been authorized by Caltrans and is required during the construction period to perform review of requests for information, submittals, and other construction support services typically performed by the design firm. A second contract with BCA in the amount of $123,780, and a 10% contingency in the amount of $12,378 is necessary for these services.
Construction Management Services
Staff conducted a separate RFP following the Caltrans procedures noted above for the construction management portion of the work scope. Due to the complex technical nature of the project, a two-phased approach was utilized in the RFP process. Vali Cooper and Associates (VCA) was selected to perform both phases of the work. The first, smaller phase was to perform a constructability review, with a contract in the amount of $44,904 awarded in June 2015. A second contract with VCA in the amount of $659,887 with a 10% contingency in the amount of $65,989 is required for VCA to perform the construction management phase of the project.
The BCA and VCA contracts include exhibits required by the Caltrans Local Assistance guidelines for federally-funded projects, but the City has not received the completed forms from the consultants. These include certifications of contract costs and financial management systems, Disadvantaged Business Enterprise (DBE) outreach, and lobbying disclosures. Staff will review these administrative forms for completeness once they are received, incorporate them into the final agreements and forward to Caltrans for their audit files.
Construction Bidding
The construction project was advertised for competitive bidding in March 2017. Fourteen General Contractors requested bid documents, with three bids being received. The bid summary is contained in Attachment 1. The lowest responsive and responsible bid was submitted by Flatiron West Inc. in the amount of $4,319,295.
FISCAL IMPACT
Capital Project 826850 (Calabazas Creek Bridge at Old Mt. View-Alviso Rd) is primarily funded through a Federal Highway Bridge Project (HBP) grant, which covers 88.53% of the project cost, with local matching funds providing the remaining 11.47%. The Sunnyvale local share of this project is funded by the Gas Tax Fund. As the bridge is jointly owned by Sunnyvale and Santa Clara, the two jurisdictions will share local costs through a cooperative agreement.
Funding Source
Existing funding is available in the Capital Projects Fund through the Federal HBP grant and gas tax revenues.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
1) Award a contract, in substantially the same form as Attachment 2 to the report and in the amount of $4,319,295 to Flatiron West Inc. of Benicia for the Calabazas Bridge Replacement at Old Mountain View-Alviso Road, and authorize the City Manager to execute the contract when all necessary conditions have been met; 2) approve a 10% construction contingency in the amount of $431,930; 3) award a Phase 2 construction management contract in an amount not-to-exceed to $659,887 to Vali Cooper & Associates Inc. of Emeryville, in substantially the same form as Attachment 3 to the report, and authorize the City Manager to execute the contract when all necessary conditions have been met; 4) approve a 10% construction management contingency in the amount of $65,989; 5) award a contract for engineering services during construction to Biggs Cardosa Associates Inc. of San Jose in an amount not-to-exceed $123,780, in substantially the same form as Attachment 4 to the report, and authorize the City Manager to execute the contract when all necessary conditions have been met; and 6) approve a 10% contract contingency in the amount of $12,378.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Manuel Pineda, Director of Public Works
Reviewed by: Walter C. Rossmann, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Bid Summary
2. Draft General Construction Contract
3. Draft Construction Management Contract
4. Draft Engineering Services Contract