Placentia City Council
AGENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE DATE: SEPTEMBER 6, 2022
SUBJECT: AMENDMENT NO. 4 TO PROFESSIONAL SERVICES AGREEMENT WITH BIGGS CARDOSA & ASSOCIATES, INC., FOR ENGINEERING DESIGN
SERVICES FOR THE GOLDEN AVENUE BRIDGE REPLACEMENT PROJECT FISCAL
IMPACT: EXPENSE: $ 182,000.00 AMENDMENT NO. 4 TO PROFESSIONAL
SERVICES AGREEMENT
AVAILABLE
BUDGET: $ 3,018.248.81 TOTAL AVAILABLE PROJECT BUDGET
$ 2,200,000.00 FEDERAL EARMARK (331801-6185)
$ 496,328.07 GENERAL FUND DEVELOPER FEE (331801-
6185)
$ 180,849.28 SB 1/GAS TAX FUND (601801-6740)
$ 81,858.55 GENERAL FUND CIP (331801-6185)
$ 23,600.00 MEASURE U FUND (791801-6185)
SUMMARY:
On January 17, 2017, City Council approved a contract with Biggs Cardosa Associates, Inc. (Biggs Cardosa) to provide engineering design and environmental permitting services for the Golden Avenue Bridge Replacement Project. Biggs Cardosa successfully completed the design phase of the project and submitted the 100% design package to the City on October 11, 2019.
Since this is a Federally funded project, Biggs Cardosa has been assisting the City in securing all necessary Federal and State regulatory permits through multiple agencies, including the United States Army Corps of Engineers (USACE), Caltrans, Santa Ana Regional Water Quality Control Board, Orange County Flood Control District (OCFCD) and Orange County Public Works (OCPW). In March 2021, the City received word that the Federal Highway Bridge Program was oversubscribed and the Federal Government has not increased the budget allocation to the program. As such, the funding for the project was pushed to beyond the Fiscal Year (FY) 2025- 26 funding cycle. Meanwhile, on May 17, 2021, the City received the final USACE's 404 permit verification letters; however, since the funding earmarked for this project had been exhausted, the City had to put the project on hold until other funding sources could be identified. In March of this year, Staff was notified that Congress included the Golden Avenue Bridge project in the
1.f.
Sept_ 6, 2022
City Council Agenda
September 6, 2022
FY 2023 Federal appropriation bill in the amount of $2.2 million. The City must allocate the Federal earmark funds by June 30, 2025. Unfortunately, the Federal earmark funds are being routed through Caltrans which requires the City to undertake a long, multi -layered approval process before it can solicit bids for construction.
Addendum No. 4 in the amount of $182,000 will provide additional funding to Biggs Cardosa for re -submitting regulatory documentation that has expired to re -issue permits previously provided by various regulatory agencies as well as preparing all the necessary Caltrans documentation necessary to obtain final approval for construction of the bridge. This amount also includes funding for Biggs Cardosa to provide construction support services during the construction of the bridge.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve Amendment No. 4 to the Professional Services Agreement with Biggs Cardosa & Associates, Inc. to extend the term of the agreement for an additional 36 months, and to increase the contract not -to -exceed amount by an additional $182,000; and
2. Approve Resolution No. R-2022-56, a Resolution of the City Council of the City of Placentia, California, authorizing a Budget Amendment in Fiscal Year 2022-23 in compliance with City Charter of the City of Placentia Sections 1206 and 1209 pertaining to appropriations for actual expenditures; and
3. Authorize the City Administrator and/or his designee to execute all the necessary documents, in a form approved by the City Attorney.
DISCUSSION:
The Golden Avenue Bridge over Carbon Canyon Channel was originally built in 1934. The bridge was inspected by Caltrans in 2005 and rated as functionally obsolete. In 2014, a total of $3,087,250 in Federal Highway Bridge Project (HBP) Replacement grant funds were earmarked for replacement of the bridge. The grant funds cover the cost of design and construction. The grant program will reimburse the City up to 88.53% of the total project cost.
On January 17, 2017, City Council approved a Professional Services Agreement with Biggs Cardosa for Engineering Design and Environmental Permitting Services for the Project. Since then, Biggs Cardosa has successfully completed the design of the Project and assisted the City with securing permits needed from various regulatory agencies involved with the construction of the bridge, including the U.S. Army Corps of Engineers (USACE), Caltrans, Santa Ana Regional Water Quality Control Board, Orange County Flood Control District (OCFCD) and Orange County Public Works (OCPW). Work on the project halted when Caltrans confirmed that the HBP was oversubscribed and that funding for the City's project was pushed beyond Fiscal Year 2025-26.
However, in March 2022, Staff was notified that the project was awarded a separate Congressional Federal Earmark for $2.2 million in the FY 2023 Federal appropriation bill with the
City Council Agenda
September 6, 2022
funds administered through the Federal Highway Administration. The City must allocate the Federal earmark funds by June 30, 2025. Unfortunately, the Federal earmark funds are being routed through Caltrans which requires the City to undertake a long, multi -layered approval process before it can solicit bids for construction.
Additional funding in the not -to -exceed amount of $182,000 will be required for Biggs Cardosa to prepare all the documentation needed to reapply for the expired regulatory permits as well as to manage the lengthy Caltrans approval process required to obtain approval to advance the project to construction. This Addendum also includes funding for Biggs Cardosa to assist the City with the bid process and construction support services necessary during construction of the bridge. In addition, the current contract expires in January 2023 and Staff recommends that the current contract be extended through 2025 to keep Biggs Cardosa on the project during the construction and completion of the project. Biggs Cardosa will review and respond to requests for information from the contractor, review and approve project shop submittals, and conduct construction site visits and inspections The additional funding will cover the consultant's time and effort over an eight (8) month construction duration. No other changes to the original Professional Services Agreement are proposed.
FISCAL IMPACT:
The recommended actions will approve Amendment No. 4 to the Professional Services Agreement with Biggs Cardosa increasing the contract amount by $182,000. A total of $3,018,248.81 is available in the total project budget including the Federal Earmark of $2.2 million received for the project. As such, sufficient funds exist for the recommended actions.
Prepared by:
Masoud Sehi,;
Engineer
Reviewed and approved:
Reviewed and approved:
Jenrfifer Lampman
Director of Finance
Reviewed and approved:
Luis Est
Deputy City ,kdministrator
Damien Rrrula
City Administrator
Attachments:
1. Amendment No. 4 to PSA with Biggs Cardosa Associates, Inc.
2. Resolution No. R-2022-56 — Budget Amendment Resolution