CITY OF MENIFEE
SUBJECT: Agreement Amendment with NV5, Inc. for the Bradley Road Bridge Over Salt Creek Project
MEETING DATE: August 7, 2024
TO: Mayor and City Council
PREPARED BY: Carlos Geronimo, Engineering Manager
REVIEWED BY: Nick Fidler, Public Works Director
APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Approve and authorize the City Manager to execute Amendment No. 8 to the Professional Services Agreement with NV5, Inc. for environmental & design services increasing the compensation amount by $171,900, for a total not-to-exceed amount of $1,555,792 for the Bradley Road Bridge Over Salt Creek Project, Capital Improvement Program (CIP) Project No. CIP 13-04.
DISCUSSION
The Bradley Road Bridge Over Salt Creek project, CIP No. 13-04 (“Project”), proposes to replace the existing low-flow crossing of Bradley Road at Salt Creek with a 335 foot-long by 64-foot-wide all-weather bridge to accommodate the conveyance of 100-year flood flows. The Project also includes access ramps on either side of the bridge abutments, major drainage improvements, relocation of the existing Salt Creek Trail crossing, bridge lighting, and striping. The Project area includes the segment of Bradley Road located just north of Rio Vista Drive and continues to just south of Potomac Drive.
Amendment No. 8 with NV5
In September 2015, the City entered into a Professional Services Agreement (“Agreement”) with NV5, Inc. (“Consultant”) to provide environmental and design services for the Project. As the environmental and design phases progressed, several amendments to the Agreement were required and have been previously approved to adjust the Agreement term and expand the scope of work. Amendment No.’s 1, 2, and 4 included term extensions only, while Amendment No.’s 3, 5, 6, and 7 increased the scope of work. All previous amendments are summarized in Table 1 on the following page.
City of Menifee Staff Report
CIP 13-04 – NV5 Amendment No. 8
August 7, 2024
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TABLE 1- AMENDMENT SUMMARY
Amendment Date Approved Services Amount
Original
Agreement September 2, 2015
Design and construction documents,
surveying, data collection, geotechnical
reports, CEQA environmental documents
and drainage study.
$729,511
1 July 1, 2018 Time extension through June 2019. -
2 November 6, 2019 Time extension through June 2020. -
3 September 2, 2020
Storm Water Pollution Prevention Plan
(SWPP) & time extension through June
2021.
$8,500
4 June 16, 2021 Time extension through June 2022. -
5 September 15, 2021
Bidding/construction services, additional
permitting support, and geotechnical
services & time extension through June
2023.
$187,950
6 May 4, 2022
National Environmental Policy Act
(NEPA) document, additional project
management, access ramp designs and
additional geotechnical studies & time
extension through June 2026.
$304,248
7 November 1, 2023
Additional environmental services at
Caltrans request, Location Hydraulic
Study and Summary Floodplain
Encroachment Permit for NEPA,
preparation of legal plats for easements,
and additional construction support.
$153,683
8 Pending
Construction phase support and
additional efforts to respond to Caltrans
per the requirement to update plans and
specifications to current standards.
$171,900
Total $1,555,792
Staff has secured $5 million in federal funding and $4.2 million in state funding, requiring the Project to follow strict federal and state requirements. Because of the federal funding secured, the Project is required to go through the NEPA environmental process, which has significantly impacted the Project’s design phase timeline. The Project’s design plans and specifications (“Construction Documents”) originally followed the California Department of Transportation’s (“Caltrans”) 2015 standards and are now outdated and required to be brought to the most current Caltrans standards, which were updated in 2023. Efforts to bring the Construction Documents up to current standards would include updating the existing foundation reports, structural calculations, bridge standards and details, and special provisions.
In order to receive the secured federal and state funding for the Project, the updated Construction Documents must be completed and a formal request to allocate the funds to the Project must be presented during the first available California Transportation Committee (CTC) Board meeting, which is currently scheduled for October 17, 2024. To avoid any additional delay to the Project City of Menifee Staff Report
CIP 13-04 – NV5 Amendment No. 8
August 7, 2024
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timeline and ensure all requirements are met ahead of the CTC meeting in October, staff instructed the Consultant to commence the efforts necessary to update the Construction Documents. Adequate budget is available in the Project to accommodate the Consultant’s additional efforts to bring the Construction Documents into compliance, however, this budget was originally intended to fund construction support services for the Project and would be depleted as a result of these additional efforts. The proposed Amendment No. 8 would increase the not-to- exceed value of the Agreement to replenish the budget needed for the Consultant to complete the construction support services included in the original scope of work.
The additional scope included in the proposed Amendment No. 8 would cover the following items:
Additional Design Services – Provide response to comments from City and Riverside County Flood Control and Water Conservation District and coordinate horizontal and vertical layout with Riverwalk Development final plans (adjacent to the proposed Bradley Road Bridge project) to minimize construction issues and re-work of improvements that overlap both projects.
Construction Support Services – As stated above, the Project budget for the Construction Support phase of the Project would be depleted as a result of bringing the Construction Documents into compliance with Caltrans standards. The increased scope would allow the Consultant to provide full support throughout the bidding and construction phases to include responding to potential contractor inquiries, preparing addenda to the Construction Documents as needed, reviewing and approving material submittals, responding to contractor requests for information, and preparing the final As-Built plans.
The total cost for additional work proposed in Amendment No. 8 is $171,900, which would increase the total not-to-exceed value of the Agreement to $1,555,792. This total would represent the original Agreement, all prior amendments, as well as the proposed Amendment No. 8. The total anticipated construction cost for the Project is $13,930,000. The total cost for the Consultant’s services is just over 11% of the total estimated construction cost, falling within the average of 10-15 percent for projects of similar scope and size.
Pursuant to Menifee Municipal Code §3.12.090, amendments or change orders in the amount greater than 10% of the agreement amount or that exceed the City Manager’s signing authority shall be approved by the City Council.
STRATEGIC PLAN OBJECTIVE
Connectivity and Mobility
FISCAL IMPACT
The fiscal impact of the proposed amendment with the Consultant is $171,900, for a total Agreement amount not-to-exceed $1,555,792. Funding for the proposed amendment is available within the Fiscal Year 2024/2025 Budget within the DIF 17-Roads Fund (2509-55-PWD-CIPS- 760000), as summarized in Table 2 on the following page.
City of Menifee Staff Report
CIP 13-04 – NV5 Amendment No. 8
August 7, 2024
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TABLE 2 – IDENTIFIED PROJECT FUNDING
Fund Available Budget Anticipated Cost
DIF 17 - Roads $182,920.54 $171,900.00
No additional budget appropriation action(s) is required.
ATTACHMENTS
1. Project Location Map
2. Amendment No. 8
3. Original Agreement
4. Amendment No. 1
5. Amendment No. 2
6. Amendment No. 3
7. Amendment No. 4
8. Amendment No. 5
9. Amendment No. 6
10. Amendment No. 7