Public Works and Transportation Committee
June 24, 2025
AGENDA REPORT
TO: Jestin D. Johnson FROM: Josh Rowan
City Administrator Director, Department of
Transportation
SUBJECT: Professional Services Contract
Amendment with Biggs Cardosa
Associates, Inc. For Leimert Bridge
Seismic Retrofit Project
DATE: May 5, 2025
City Administrator Approval Date:
RECOMMENDATION
Staff Recommends That The City Council Adopt A Resolution Waiving Advertising And Competitive Bidding And Authorizing The City Administrator To Amend The Professional Services Contract With Biggs Cardosa Associates, Inc. For Leimert Bridge Seismic Retrofit Project (Project No. 1000820) By Increasing The Contract Amount By One Hundred Fifty Thousand Dollars ($150,000.00) For A Total Contract Amount Not-To- Exceed One Million Eight Hundred Forty Thousand Two Hundred Seventy-Nine Dollars And Twenty Cents ($1,840,279.20).
EXECUTIVE SUMMARY
In December 2015, the City Council adopted Resolution 85918 C.M.S. , which authorized the
City Administrator to enter into a professional service agreement with Biggs Cardosa Associates (BCA) to provide engineering services for the Leimert Bridge Seismic Retrofit project. Several unforeseen conditions encountered during construction have necessitated additional design support services from BCA. Adoption of the proposed resolution would authorize the City Administrator to amend the existing contract with BCA to provide design support services needed to complete the project.
This is a federally funded project, and staff are preparing a funding request to Caltrans, with approval expected within the coming months. While it is unlikely that Caltrans will deny the request, the City has sufficient local match funding available to complete the project if necessary.
BACKGROUND / LEGISLATIVE HISTORY
The project provides seismic retrofit to the Leimert Bridge, which spans Sausal Creek along Leimert Boulevard between Park Boulevard and Clemens Road. The scope of work includes both seismic improvements and preventive maintenance measures. Key improvements include wrapping concrete members with Carbon Fiber Reinforced Polymer (CFRP), treating the bridge Jestin Johnson (Jun 12, 2025 22:42 PDT)
06/12/2025
Jestin D. Johnson, City Administrator
Subject: Biggs Cardosa Associates, Inc. (BCA) Design Construction Support Contract Amendment for Leimert Bridge Seismic Retrofit Project
Date: May 5, 2025 Page 2
Public Works and Transportation Committee
June 24, 2025
deck with methacrylate and a polyester concrete overlay, and repairing concrete spalls.
Additional work consists of partial replacement of the bridge railing, utility support improvements, slope paving, joint seal replacement, fencing installation, roadway excavation, vegetation replanting, graffiti removal, environmental protection measures, traffic control implementation, and other items detailed in the project plans and Special Provisions. The project is located in Council District 4, as shown in Attachment A.
In December 2015, the City Council Resolution 85918 C.M.S. authorized the City Administrator to enter into a professional service agreement with BCA to provide professional engineering services for the seismic retrofit of Leimert Bridge for an amount not to exceed one million two hundred eighty thousand eight hundred and seventy dollars ($1,280,870.00).
In November 2019, the City Council Resolution 87929 C.M.S. authorized the City Administrator
to amend the professional services contract with BCA by two hundred forty-nine thousand four hundred nine dollars and twenty cents ($249,409.20) for a total contract amount not-to-exceed one million five hundred thirty thousand two hundred seventy-nine dollars and twenty cents ($1,530,279.20) for the Leimert boulevard bridge seismic retrofit project.
In June 2023, the City Council Resolution No. 89766 C.M.S., authorized the City Administrator to accept and receive $4,921,746.00 in federal and state grant funding with a local match of up to $2,477,724.54 for a total of $7,399,470.54 for the construction phase of the project. Of the total amount of $7,399,470.54, $269,439.00 was allocated for the design support services during construction. Further at that same time, the City Council Resolution 89768 C.M.S.
authorized the City Administrator to amend the professional services contract with BCA for Leimert Bridge Seismic Retrofit project by one hundred sixty thousand dollars ($160,000.00) for a total contract amount not-to-exceed one million six hundred ninety thousand two hundred seventy-nine dollars ($1,690,279.00).
An amendment to the engineering design services contract with BCA is necessary to complete the project, as it will extend the consultant’s support through the end of construction. The cost for this continued design support during construction is $150,000. Accordingly, the contract value must be increased by $150,000, bringing the total not-to-exceed amount to $1,840,279.
The amendment will be funded through the project grant (pending Caltrans approval) and supplemented with available local match funding. City staff is currently preparing a funding increase request to Caltrans, with approval anticipated in the coming months. While it is unlikely that Caltrans will deny the request, the City has sufficient local funds available to proceed if needed. The additional funding will allow BCA, as the designer of record, to complete critical tasks through the end of construction. These include responding to requests for information, reviewing material submittals, assisting with change order negotiations, and performing other essential construction support services.
Additional professional services from BCA are needed through project close-out due to an expansion of the project scope, which has resulted in increased timelines and costs. These factors include:
• Discovery of new spalls.
• The need for extra scaffolding planking to support workers and equipment during repairs.
Jestin D. Johnson, City Administrator
Subject: Biggs Cardosa Associates, Inc. (BCA) Design Construction Support Contract Amendment for Leimert Bridge Seismic Retrofit Project
Date: May 5, 2025 Page 3
Public Works and Transportation Committee
June 24, 2025
• Newly identified cracks that required additional crack injections. • Delays caused by the discovery of an owl nest on the bridge structure, temporarily halting construction.
• Unforeseen issues, such as the removal of buried concrete blocks, extra bridge barrier repairs and painting, grout injections, bridge deck rail removal, and exploratory work. • Increased material quantities, extra mobilization, and added environmental protection measures to account for a prolonged rainy season.
ANALYSIS
AND POLICY ALTERNATIVES
The Leimert Boulevard Bridge, a designated City landmark, is receiving a seismic retrofit that meets the historic preservation standards set by the State Historic Preservation Office (SHPO) and the City’s Historic Landmark Board. This project meets the Citywide priority of holistic community safety by improving the bridge’s resiliency, ensuring that it continues to provide safe, reliable transportation while preserving its historic significance. By proactively addressing the bridge’s structural needs, the City demonstrates itself as a responsive, trustworthy government, committed to preserving its historic assets while meeting the evolving needs of the community.
The requested increase to the design support services contract will allow completion of the project and help to prevent a costly stop-work order to the contractor.
Section 2.04.050.I.5 of the Oakland Municipal Code (the "OMC") authorizes the City Council to waive the advertising and competitive bidding requirements of Section 2.04.050 upon a finding and determination that it is in the best interests of the City to do so. Waiving the advertising and competitive bidding requirements of OMC Section 2.04.050 remains in the best interest of the City because it will allow BCA, who is the engineer of record to support completing the project as required by the federal and state grant and avoid further costly delays and disruption during the middle of the ongoing project construction.
FISCAL IMPACT
The engineering design services contract with BCA must be amended to support the completion of the project. The existing contract value needs to be increased by $150,000.00 for a total contract amount not to exceed $1,840,279.20. The increase in the contract amount is proposed to be funded by Caltrans grant funding.
Staff is in the process of submitting a funding request to Caltrans and based on past experience, anticipates that the request will be approved. However, should Caltrans decline to provide supplemental funding, the City has sufficient local funds available in Project 1000820, Funds 2218 and 5337.
Jestin D. Johnson, City Administrator
Subject: Biggs Cardosa Associates, Inc. (BCA) Design Construction Support Contract Amendment for Leimert Bridge Seismic Retrofit Project
Date: May 5, 2025 Page 4
Public Works and Transportation Committee
June 24, 2025
The breakdown of BCA's design support during the construction contract is as follows:
Resolution No. Amount
85918 C.M.S. $1,280,870.00
87929 C.M.S. $249,409.20
89768 C.M.S. $160,000.00
TBD $150,000.00
Total $1,840,279.20
PUBLIC OUTREACH / INTEREST
During the planning and design phases, staff performed extensive outreach with stakeholders, the Landmarks Preservation Authority, Friends of Sausal Creek, and Oakland Heritage Alliance, and performed multiple public meetings. The project requires full and partial closure of the bridge depending on the stage of construction, thus requiring significant coordination with the community. The City has been publishing information on the project on the City of Oakland website and will continue to do so. The City consultant performed outreach to the neighboring community, including the Oakmore Homes Association. Comments and responses for the public meeting are posted on the city website at https://www.oaklandca.gov/projects/leimert-bridge- seismic-retrofit. A lso, per standard City procedures, Oakland Public Works has sent notification letters prior to the start of construction to area residents and businesses with information about construction activities, schedule, and staff contacts.
COORDINATION
The project has been coordinated with the City Attorney’s Office, Budget Bureau, Department of Workplace and Employment Standards, Department of Building and Planning, Oakland Fire Department (OFD), Construction Management Division of Oakland Public Works (OPW), and other State, Federal, and local Agencies, including:
• The California Department of Transportation (Caltrans) • East Bay Municipal Utility District (EBMUD)
• Pacific Gas & Electric Company (PG&E)
• City of Oakland Landmarks Preservation Advisory Board (LPAB) • The State Historic Preservation Office (SHPO)
Regulatory and environmental permits required by the project have been obtained from:
• Department of Fish and Wildlife (DFW)
• City of Oakland (Creek Protection and Tree Removal Permits)
PAST PERFORMANCE, EVALUATION, AND FOLLOW-UP
Past performance evaluations for BCA show satisfactory results on previous projects, and the firm is currently performing to a similarly satisfactory standard.
Jestin D. Johnson, City Administrator
Subject: Biggs Cardosa Associates, Inc. (BCA) Design Construction Support Contract Amendment for Leimert Bridge Seismic Retrofit Project
Date: May 5, 2025 Page 5
Public Works and Transportation Committee
June 24, 2025
SUSTAINABLE OPPORTUNITIES
Economic: The project will reduce the risk of structural failure during an earthquake, helping to keep the bridge operational and maintain critical access for emergency response and recovery.
The project also includes preventative maintenance measures designed to reduce long-term maintenance costs for the bridge.
Environmental: The contractor will be required to make every effort to reuse clean fill materials and use recyclable concrete products. Best Management Practices for the protection of storm water runoff during construction will be required.
Race and Equity: The seismic retrofit of this bridge will enhance pedestrian and vehicular safety in the neighborhood.
Jestin D. Johnson, City Administrator
Subject: Biggs Cardosa Associates, Inc. (BCA) Design Construction Support Contract Amendment for Leimert Bridge Seismic Retrofit Project
Date: May 5, 2025 Page 6
Public Works and Transportation Committee
June 24, 2025
ACTION REQUESTED OF THE CITY COUNCIL
Staff Recommends That The City Council Adopt A Resolution Authorizing The City Administrator To Amend The Professional Services Contract With Biggs Cardosa Associates, Inc. (BCA) For Leimert Bridge Seismic Retrofit Project (Project No. 1000820) By Increasing the Contract Amount By One Hundred Fifty Thousand Dollars ($150,000.00) For A Total Contract Amount Not-To-Exceed One Million Eight Hundred Forty Thousand Two Hundred Seventy-Nine Dollars And Twenty Cents ($1,840,279.20).
For questions regarding this report, please contact Amit Salwan, Principal Civil Engineer at (510) 238-7481.
Respectfully submitted,
_______________________________
Josh Rowan, Director
Department of Transportation
Reviewed by:
Megan Wier
Assistant Director, Department of Transportation
Reviewed by:
Amit Salwan, P.E.,
Principal Civil Engineer, Great Streets Delivery
Reviewed by:
Jeff Roubos, P.E.,
Supervising Civil Engineer, Structures and
Emergency Response
Prepared by:
Mustafa Humran, P.E.,
Civil Engineer, Structures and Emergency
Response
Attachments (1):
A: Project Location Map
Josh Rowan (Jun 12, 2025 17:17 PDT)