City Council Report
City Council Meeting: December 16, 2014
Agenda Item: 3-F
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Award Construction Management and Communication Services Agreement for the California Incline Bridge Replacement Project
1. Award RFP# SP2059 to CALTROP Corporation, a California-based company to provide construction management and communication services for the California Incline Bridge Replacement project.
2. Authorize the City Manager to negotiate and execute a professional services agreement with CALTROP Corporation, a California-based company, in an amount not to exceed $2,665,000 (includes a 10% contingency).
3. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority.
The California Incline needs to be replaced to meet current seismic standards. In cooperation with the California Department of Transportation (Caltrans) and the Federal Highway Administration (FHWA), the City would replace the bridge to meet these standards. The California Incline qualifies for replacement under the FHWA Highway Bridge Program (HBP) and therefore 88.53% of the cost to rebuild, including construction management services, would utilize Federal funds. Staff recommends CALTROP Corporation to provide construction management services including materials and geotechnical testing, public outreach, and traffic control support in an amount not to exceed $2,665,000. Staff will return in early 2015 with a recommendation to award a construction contract.
On June 13, 1995, Council authorized two contracts with Wallace, Roberts & Todd for the design of the Beach Improvement Group projects, including the California Incline Bridge Replacement project (California Incline). On November 28, 2000, Council authorized a modification to Professional Services Agreement No. 7148 (CCS) with Wallace, Roberts & Todd for the design of the California Incline Replacement and Pier Bridge Widening. A draft Environmental Impact Report/Environmental Assessment (EIR/EA) for the California Incline was circulated for public review from May 23, 2007 to July 9, 2007, and a public meeting was held on June 20, 2007. An updated draft EIR/EA was recirculated from September 7, 2011 to October 28, 2011. On April 27, 2012, Caltrans issued a Findings of No Significant Impact. On July 10, 2012 Council adopted a Resolution certifying the Final EIR/EA for the California Incline and authorized staff to proceed with the development of bidding documents for the construction of the project.
Continuing with the federal project application process, staff requested authorization from Caltrans to move forward with the construction of the California Incline project, including securing the services of a construction management team. On September 11, 2014 the City received authorization from Caltrans to move forward with both the construction of the project and the procurement of construction management services.
The California Incline extends from the intersection of Ocean and California Avenues at the top of the Palisades Bluffs to State Route 1 (SR-1). The proposed project entails demolition of the existing structure and roadway and construction of a new incline at the same location. The new incline would be approximately 750 feet long and consist of a reinforced concrete slab structure with spans ranging from 29 to 56 feet. Overall width of the new incline would be 51 feet 8 inches, an increase of 5 feet 8 inches over the existing structure.
The roadway on the new incline structure would allow for designated bicycle lanes and improvements to the pedestrian sidewalk. The new bicycle lanes and sidewalk would be physically separated from the vehicular traffic lanes by a concrete barrier. Construction would also require slope stability measures and the reconstruction of the upper and lower roadway approaches to the California Incline at Ocean Avenue and SR-1. The new structure would be supported on pile bents foundations below the surface of the bluff. A new railing, similar to the existing concrete balustrade, with the addition of low-level LED lighting for pedestrian and bicyclist safety, would also be constructed.
Federal funding requires the City to maintain thorough construction records and documentation in accordance with federal protocols set forth by the FHWA and Caltrans. A construction management team would assist City staff with the construction of the California Incline project and adherence to federal funding guidelines.
On October 10, 2014, the City published a Request for Proposal (RFP) #SP2059 for construction management services for the California Incline project in the Santa Monica Daily Press and on the City’s online bidding site in accordance with City Charter and Municipal Code provisions. The City received seven proposals on November 10, 2014. A selection committee consisting of staff from the Civil Engineering Division and Caltrans reviewed, evaluated, and ranked the proposals.
All seven teams were invited to participate in interviews. The selection process followed the consultant selection guidelines set forth by Caltrans and FHWA for federally funded projects. Caltrans’ guidelines for professional services require that services agreements be awarded based on demonstrated competence and professional qualifications. The selection criteria included understanding of the project’s scope, experience on similar projects, qualifications of the proposed staff, familiarity with State and Federal procedures, and demonstrated technical ability.
CALTROP Corporation ranked highest among the seven teams. CALTROP Corporation demonstrated extensive knowledge and experience on numerous federally-funded bridge construction projects. Relevant federally-funded projects recently completed by CALTROP Corporation include: Angeles Crest Highway 2 (Two Viaduct) project in Los Angeles County; Porter Creek Road Bridge Replacement in Sonoma County; and the Crown Valley Widening Project in the City of Laguna Niguel. During the selection process, CALTROP Corporation demonstrated that it has the most qualified team for the project in accordance with Caltrans and FHWA specifications.
The construction management team will be led by the Resident Engineer (RE). The RE will oversee a team including a Structural Representative (SR), inspectors, environmental personnel, and materials testers. The RE would be Scott Dendall, P.E. As an RE, Mr. Dendall has completed several bridge projects similar to the California Incline including the Porter Creek Road Bridge Replacement, which was federally-funded. Additionally, Mr. Dendall was the RE on the Route 1 Soldier Point Sidehill Viaduct project for Caltrans District 1 which included deep Cast-in-Drilled-Hole (CIDH) piles, similar to those proposed for the new California Incline. The deck and substructure of the new California Incline will be constructed using cast-in-place concrete. Mr. Dendall served as the RE on two bridge projects involving cast-in-place concrete – the Noyo River Bridge Replacement on Route 1 (Mendocino County, CA) and the Rock Creek Bridge Replacement on Route 101 (Leggett, CA).
The Structural Representative (SR) will be responsible for inspecting all structural components of the California Incline including the bluff stabilizing soil nails, CIDH piles, cast-in-place, pre-stressed concrete structure and bridge deck, and retaining walls. The SR would be Parviz Dizehchi, P.E. Mr. Dizehchi has more than 25 years of experience in the construction field and served as the SR on bridge projects similar to the California Incline. These projects include: Crown Valley Widening Project; West County Connectors I-405 / I-605 / SR-22 Project; Hunts Lane / UPRR Grade Separation (San Bernardino, CA); and the Ramona Avenue Grade Separation (Montclair, CA).
Construction Management and Communication Scope of Services
Construction management services would include inspecting the contractor’s work during construction and ensuring adherence to approved plans and specifications, verifying and documenting field changes and unforeseen conditions, monitoring and mitigating impacts as a result of the construction activities, attending contractor’s safety meetings, attending progress meetings, and maintaining all necessary inspection documentation relevant to the work conducted during construction.
Additionally, the construction management services would include providing materials and geotechnical testing, traffic control plan and detour support, coordinating environmental activities as outlined in the final EIR/EA, public outreach and communication, maintaining proper records for federally-funded projects, and wage compliance monitoring of the contractor to ensure compliance with the Davis-Bacon Act and state’s prevailing wage.
The construction management team would be responsible for preparing and implementing a public information plan prior to closure of the incline. During construction, the construction management team would foster open lines of communication to receive feedback from the public and disseminate project information, ensuring constant outreach to the public and project stakeholders. Such information would include alerting the public about potential impacts with alternate detours, providing up-to-date project information regarding key milestones and overall project objectives, and periodic evaluation of outreach effectiveness. Public communication efforts would target not only motorists, but pedestrians and bicyclists, as well.
CALTROP Communications, a division of CALTROP Corporation, would provide public communications for the California Incline project. The key deliverables from the public communications team include the following:
· A public information plan that would familiarize the stakeholders with the project, the construction schedule milestones, and the long-term value of this project;
· The development and maintenance of an online construction schedule;
· A project hotline;
· Written public information materials distributed via US Mail, email, social media websites, and the City’s web page;
· Informational signs, banners, and other project graphics as directed by staff.
The not-to-exceed contract amount of $2,665,000 is based on hourly costs for inspection and construction management services. Inspection and construction management hours are estimated to be 6,644 and 2,500, respectively. The number of inspectors working on this project during any one period will range from one to three depending on the type of construction activities taking place. A construction manager will be onsite every day the contractor is working.
Staff will return to Council in early 2015 with a recommendation to award a construction contract for the California Incline project (currently out to bid). Construction is scheduled to begin in February 2015 and be completed by April 2016. The City and CALTROP Corporation will work diligently with the contractor to complete the project before the summer of 2016. The estimated closure of the incline in March 2015 and the construction management team will begin public outreach efforts two to three months prior to the closure. Construction management services will be required until May 2016 (after project completion) to assist the City with the project close-out activities required for federally-funded projects.
The agreement to be awarded to CALTROP Corporation is for an amount not to exceed $2,665,000. Funds are available in the FY 2014-15 Capital Improvement Program budget. The agreement will be charged to the following accounts:
Account No. Description FY14-15
C010652.589010 California Incline –CM LOCAL MATCH $ 305,675.50
C209096.589010 California Incline –CM HBP $ 1,776,764.86
C209096.589030 California Incline –CM TEA21 $ 582,559.64
Total $ 2,665,000.00