1 CITY COUNCIL STAFF REPORT
Meeting: February 19, 2025
Subject
Acceptance of Federal Highway Administration grant, and award of design professional services agreement to Biggs Cardosa Associates, Inc. for a total not-to-exceed contract amount of $625,000 for the Stevens Creek Bridge Repair Project.
Recommended Actions
1. Adopt Resolution No. 25-XXX accepting $688,000 in Federal grants from the Federal Highway Administration’s Highway Bridge Program for the Stevens Creek Bridge Repair Project.
2. Adopt Resolution No. 25-XXX approving budget modification #2425-381, approving an increase of Federal grant revenue estimates of $688,000 and an appropriation of $688,000 in the Capital Improvement Program Fund (420-99- 267).
3. Authorize the City Manager to award a design professional services agreement with Biggs Cardosa Associates, Inc. in the total not-to-exceed contract amount of $625,000 for the Stevens Creek Bridge Repair Project.
Reasons for Recommendation
Background
In 2023, the Cupertino City Council adopted the Fiscal Year (FY) 2023-2024 Capital Improvement Program (CIP) Budget which included the Stevens Creek Bridge Repair Project (Project). This Project was initiated to address work recommendations issued by Caltrans based on their biennial bridge inspection reports. The approved Project funding was $172,000.
In March 2023, staff submitted a grant application to Caltrans applying for Federal funding under the Federal Highway Administration’s (FHWA) Highway Bridge Program (HBP). The City’s application was approved with a grant amount of up to $688,000 with a local match of $172,000, for a total Project cost of $860,000.
Discussion
The City advertised a Request for Proposals (RFP) for qualified engineering consultants to complete all necessary engineering documents and studies needed to repair the 2 bridge which includes, but is not limited to, the following services: investigate and evaluate the existing bridge structure, prepare a feasibility study, prepare all of the necessary engineering design documents (including but not limited to structural, geotechnical, civil, and hydraulic), prepare all of the necessary information to obtain permits, and provide environmental clearance technical documents. The RFP was advertised on July 9, 2024, on the City’s Bid Opportunity Website (https://apps.cupertino.org/details/716), and proposals were due to the City by August 1, 2024. Addendums were issued for the RFP to clarify items and to extend the closing date for proposals to August 29, 2024.
Consultant Selection
The City received one proposal from Biggs Cardosa Associates, Inc. (Biggs Cardosa).
Staff reviewed the proposal and determined Biggs Cardosa to be a qualified engineering consultant firm for this Project. Biggs Cardosa has extensive experience in designing similar bridge repair projects and demonstrated their extensive knowledge in their proposal. Staff reviewed and negotiated a contract with Biggs Cardosa for a contract amount not-to-exceed $625,000, which is fair and reasonable for the services requested.
Staff recommend awarding a design professional services agreement to Biggs Cardosa in the total not-to-exceed contract amount of $625,000.
Next Steps
If approved, the consultant will start work on the design for the Project. Due to the complexity of the project, the various permitting requirements, and the need for coordination with multiple agencies, the term of the contract has been set for 5 years.
If the acceptance of this grant and award of consultant contract is not approved, the Project will be cancelled, and the City will lose the opportunity to utilize the grant funding approved by Caltrans for this Project. The recommended repairs will remain outstanding, and Caltrans may require the City to make repairs later.
Sustainability Impact
No sustainability impact.
Fiscal Impact
Approval will increase Federal grant revenue estimates of $688,000 to budget unit 420- 99-267 Stevens Creek Boulevard Bridge Repair Project Fund and increase expenditure appropriations in the budget by $688,000 for design services for a total Project budget of $860,000. The expected remaining funds after the design service is completed will be $235,000, which will be used towards construction costs. The need for additional funding is anticipated to complete construction of the project. Cost estimates for construction costs will be based on the work necessary to fulfill final design elements.
Staff will also look for potential grant funding to help offset construction costs upon design completion.
3 Fiscal Summary
Active Project Since Fiscal Year (FY) 2015
Current Funding Status (Budget) Amount
City Approved Funds FY24 $172,000
Subtotal (budget unit 420-99-267): $172,000
Projected Funding Impact (Expenses) Amount
Design Professional Service Agreement (Master) ($625,000) Subtotal: ($625,000)
Summary Amount
Current Project Budget (budget unit 420-99-267) $172,000 Projected Funding Impact ($625,000)
Total Deficiency: ($453,000)
Budget Modification Requested: $688,000
FHWA Grant (Revenues) Federal Grant Local Match Total Amount FY 24 Funding Awarded $688,000 $172,000 $860,000
City Work Program (CWP) Item: No
CWP Item Description: N/A
Council Goal: N/A
California Environmental Quality Act (CEQA)
The Stevens Creek Bridge Repair Project is exempt from the California Environmental Quality Act under CEQA Guideline section 15301 (maintenance of existing facilities).
_____________________________________
Prepared by: Jason Wong, Senior Civil Engineer
Reviewed by: Chad Mosley, Director of Public Works
Reviewed by: Chris Jensen, City Attorney
Reviewed by: Tina Kapoor, Deputy City Manager
Approved for Submission by: Pamela Wu, City Manager
Attachments:
A – Draft Resolution Grant Acceptance
B – Draft Resolution Budget Modification
C – Draft Design Professional Services Agreement