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CC - CONSENT ITEM: (1) Approval of an Amendment to the Existing Professional Services Agreement with Biggs Cardosa Associates in the Additional Amount of $209,107 for Continued Construction Management and Inspection Services for the Higuera Street Bridge Replacement Project, PZ553 and Ballona Creek Bike Path Connectivity Project, PZ964 (collectively, “Project”); (2) Approval of an Increase to the Change Order Authorization of the Public Works Director/City Engineer for the Project in an Additional Amount of $60,000; and (3) FOUR-FIFTHS VOTE REQUIREMENT: Approval of Related Budget Amendment to Appropriate $350,000 in Cumulus Traffic Mitigation Funds for the Project
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Meeting Date: December 5, 2022
Contact Person/Dept.: Sammy Romo/PW
Phone Number: (310) 253-5619
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 (11/30/2022)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (11/17/2022)
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RECOMMENDATION
Staff recommends the City Council (1) approve an amendment to the existing contract with Biggs Cardosa Associates in the additional amount of $209,107 for continued construction management and inspection services for the Higuera Street Bridge Replacement Project, PZ553 and Ballona Creek Bike Path Connectivity Project, PZ964 (collectively, “Project”); (2) approve an increase to the change order authorization of the Public Works Director/City Engineer for the Project in the additional amount of $60,000; and (3) approve a related budget amendment for the Project to appropriate $350,000 in Cumulus Traffic Mitigation Funds (requires a four-fifths vote).
BACKGROUND
On June 14, 2021, the City Council approved a contract with Biggs Cardosa Associates (BCA) in the amount of $1,218,396 for construction management and inspection services for the Higuera Bridge Replacement Project, PZ553, and the Ballona Creek Bike Path Connectivity Project, PZ964. The estimated Project timeline was 15 months. However, due to unforeseen conditions primarily during drilling and excavation operations, design changes, and rain events, the timeline has been extended an additional two months. As such, BCA has requested an additional $209,107 for the increase in construction management and inspection services.
Staff is also requesting increasing the Project’s change order authority for the Public Works Director/City Engineer by $60,000 to account for additional change orders. The contingency for the Bike Ramp component of the project is nearly exhausted. Change order costs include foundation re-design and construction which required additional concrete and reinforcing steel, additional survey work, additional drain lines, additional fencing, and private property access for construction.
The Higuera Bridge Project is approximately 80% complete, and Bicycle Ramp Project is approximately 55% complete. Both are expected to be opened to the public by the end of February 2023.
FISCAL ANALYSIS
After bidding, the construction bids came in higher than expected, and in the agenda report for the June 14, 2021 City Council meeting, it was stated the funding gap was to be temporarily filled in with Gas Tax Funds, General Funds (which are dedicated to street repaving), Measure R Funds, and Cumulus Traffic Mitigation Funds while staff applied for additional Federal Highway Bridge Funds. The appropriation from the Cumulus Traffic Mitigation Funds was inadvertently not written in the June 14, 2021 agenda report in the City Council motions. The Cumulus Traffic Mitigation Funds were received by the City as part of a settlement related to the Cumulus development project in the City of Los Angeles at the intersection of La Cienega and Jefferson Boulevards. The settlement funds are to be used for transportation enhancement projects in the general vicinity of the project site.
The below italicized text is a summary of the fiscal analysis as outlined in the June 14, 2021 staff report:
Anticipated construction costs for the bridge portion of the project.
Ortiz Enterprises Bid $6,397,244.20
Contingency (10%) $ 639,724.00
Construction Management/Inspection $1,218,396.00
Construction Design Support and Environmental Monitoring $ 426,901.00
Total Anticipated Bridge Construction Costs $8,682,265.20
The following list of funding sources shows the current available budget for bridge construction.
Construction (Caltrans Grant 423.730100.PZ553) $5,666,793.70
Construction Mgmt/Inspect (Caltrans Grant 423.730100.PZ553) $ 772,744.60
Gas Tax (418.730100.PZ553) $ 103,807.00
Former Redevelopment Funds (48580000.730100.PZ553) $ 619,229.33
*Gas Tax - 41880000.730100.PZ553 $1,149,846.00
*General Funds (Street Repaving) - 42080000.730100.PZ553 $ 360,000.00
*Measure R - 43180000.730100.PZ553 $ 9,845.27
Total Current Budget for Bridge Construction $8,682,265.20
*Staff has applied for additional funding from Caltrans to cover 88.53% of these funding sources (Federal Highway Bridge Program covers 88.53% of eligible funding, while local agency is required to provide 11.47% of the local match). However, Caltrans has stated that due to the current high demand for Federal Highway Bridge Program Funds, those additional funds may not be available until after March 2022. Funding from PS005 will be reallocated to PZ553. These proposed funding sources will not be used to pay construction progress invoices until it is necessary.
Bicycle Ramp
Below is a breakdown of the anticipated construction costs for the new bicycle ramp.
Ortiz Enterprises Bid Amount $1,211,390
Contingency (10%) $ 121,139
Total Anticipated Bicycle Ramp Construction Cost $1,332,529
The following list of funding sources shows the current available budget for bicycle ramp construction.
Metro Grant (42380000.730100.PZ964) $615,625
Gas Tax (41880000.730100.PZ964) $ 20,000
General Fund (42080000.730100.PZ964) $206,000
**Measure R - 43180000.730100.PZ964 $240,904
**Cumulus Traffic Mitigation Funds - 42080000.730100.PZ964 $250,000
Total Current Budget for Bicycle Ramp Construction $1,332,529
**Staff is proposing reallocating $240,904 of Measure R Funds from PS005 funds to PZ964 as well $250,000 of Cumulus Traffic Mitigation Funds from PS005 to PZ964.
Due to anticipated change orders in the amount of $60,000 and construction management services for the bike ramp component of the project ($40,000), staff is recommending appropriation of an additional $100,000 in Cumulus Traffic Mitigation Funds to PZ964. A total of $350,000 will be appropriated from the Cumulus Traffic Mitigation Funds (420.212285) to the Higuera Bridge Bicycle Ramp CIP (PZ964).
Summary of Expected Construction Expenses:
Construction (Bridge and Bicycle Ramp) $ 7,608,634
Construction Contingency (10%) $ 760,863
Construction Management/Inspection $ 1,218,396
Construction Design Support and Environmental Monitoring $ 426,901
Total Expected Construction Costs $10,014,904
Staff expects to receive additional Highway Bridge Program funds in March 2023 in the amount of $1,345,383. When these funds are received, they will offset some of the General Funds, Gas Tax and Measure R Funds being used for the Bridge construction.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve an amendment to the existing professional services agreement with Biggs Cardosa Associates in an additional amount not-to-exceed $209,107 for construction management/inspection services; and
2. Approve an increase to the change order authority of the Public Works Director/City Engineer for the Project in an additional amount of $60,000; and
3. Approve related budget amendment for the appropriation of $350,000 from the Cumulus Traffic Mitigation Fund (four-fifths vote requirement); and
4. Authorize the City Attorney to review/prepare the necessary documents; and
5. Authorize the City Manager to execute such documents on behalf of the City.