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CC - CONSENT ITEM: Approval of Professional Services Agreement with MGE Engineering in an Amount Not-to-Exceed $199,320 for Preliminary Engineering Design Services for Bridge Preventative Maintenance Program (BPMP) for Overland Avenue/ Ballona Creek, Duquesne Avenue/ Ballona Creek, and Washington Boulevard/ Ballona Creek, Federal Aid Project No. BPMPL 5240(037); and (2) Authorization to the Public Works Director/City Engineer to Approve Amendment(s) to the Agreement in an Additional Amount Not-to-Exceed $29,898 (15%).
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Meeting Date: June 12, 2023
Contact Person/Dept.: David Nauta, Public Works Department, Engineering Division
(310) 253-5606
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (06/07/2023)
Department Approval: Yanni Demitri, Director of Public Works, City Engineer (05/31/2023)
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RECOMMENDATION
Staff recommends the City Council (1) approve a professional services agreement with MGE Engineering for Preliminary Engineering Design Services in an amount not-to-exceed $199,320; and (2) authorize the Public Works Director/City Engineer to approve amendment(s) to the agreement in an additional amount not-to-exceed $29,898 (15%), for the Bridge Preventative Maintenance Program (BPMP) Overland, Duquesne, Washington Bridges over Ballona Creek BPMPL 5240(037).
BACKGROUND
The City owns and maintains five vehicular bridges over the Ballona Creek Channel. These City bridges are listed on Caltrans National Bridge Inventory and are inspected on a biannual basis. The latest inspection was performed by Caltrans in July 2021. The inspection noted that three of the five bridges required certain maintenance efforts: 1) Washington Boulevard over Ballona Creek, 2) Overland Avenue over Ballona Creek and 3) Duquesne Avenue over Ballona Creek.
In November 2019, the City received approval from the California Department of Transportation for a project cost of $261,000 with authorized federal funds in the amount of $231,063 and local match of $29,937 for engineering design services for the three bridges requiring maintenance. In March 2021, a Request for Proposals (RFP) for design services was issued for the preliminary engineering phase. The City received two proposals from this advertisement, one of which was deemed incomplete. The City, in response to a Caltrans recommendation, decided to reissue the RFP in July 2022. Under this readvertisement, the City received 5 proposals from the following firms:
MGE Engineering, Inc.
Michael Baker International
Biggs Cardosa Associates, Inc.
FEI Associates Consulting Engineers
KPFF
The proposals were ranked according to predetermined categories set by Caltrans guidelines. These criteria include experience with similar work, quality of staff assigned to the project, and demonstrated technical ability. After reviewing and evaluating the proposals, staff ranked MGE Engineering highest based on their understanding of the bridge work to be done in Culver City and their experience with similar types of projects. Staff negotiated with MGE Engineering and determined that the total design cost would be $362,297, an amount that is more than the initial expected project cost.
On February 15, 2023, Public Works Department sent a letter to the Department of Transportation requesting additional funds to cover the negotiated contract amount plus a 15% contingency and is waiting to for a response for the approval of the requested funds.
DISCUSSION
The scope of work is broken down by MGE Engineering into two phases:
Preliminary Engineering ($199,320):
-Field Investigation/ Testing: a thorough on-site bridge inspection to assess the condition at all three bridges to identify all the maintenance measures for complete remediation design for each bridge to bring its condition to an acceptable level by Caltrans and the Federal Highway Administration.
-Environmental/ Regulatory Permitting: review existing environmental information that applies to the proposed BPMP project to obtain CEQA and NEPA clearances; in addition, process regulatory permits with US Army Corps of Engineers, Regional Water Quality Control Board, and California Department of Fish & Wildlife.
-Preliminary Plans, Specifications and Estimates: Prepare (50%) design plans and estimates addressing the maintenance measures identified in field investigation and testing.
Final Design ($162,977):
-Final Plans, Specifications and Estimates: After City’s review and comments of 50% design plans and estimates, consultant shall finalize (100%) design bid documents, addressing all comments by the City. Upon approval of the plans and specifications, the consultant shall provide a submittal package per City requirements.
FISCAL ANALYSIS
The proposed MGE Engineering design fee totals $362,297. Currently, Caltrans has approved the initial project cost of $261,000, with a breakdown of $231,063 of federal funds and $29,937 local funds. To begin work with the approved project costs, Public Works will issue a Notice to Proceed for preliminary design services only.
The City is waiting for Caltrans’ approval of an additional $155,250 of project costs. It is anticipated to be approved later in 2023. Final design services ($162,977) will not be taken to the City Council with a recommendation to award until Caltrans approves the additional federal funding.
Estimated expenditure:
Preliminary design services: $199,320
Contingency: $ 29,898
Total estimated expenditure: $229,218
The Revised Budget for Fiscal Year 2023-2024 contains funding for the preliminary design in CIP #PZ938 (Citywide Bridge Repairs).
Available Funds:
BPMP Grant: 423.80000.619800.PZ938 $231,023.00
City General Fund: 420.80000.730100.PZ938 $ 71,430.70
Total: $281,000.70
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve a professional services agreement with MGE Engineering for preliminary engineering design services for the Bridge Preventative Maintenance Program (BPMP) Overland, Duquesne, Washington Bridges over Ballona Creek, BPMPL 5240(037) in an amount not-to-exceed $199,320; and
2. Authorize the Public Works Director/City Engineer to Approve Amendment(s) to the Agreement in an additional amount not-to-exceed $29,898 (15%); and
3. Authorize the City Attorney to review/ prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.