Agenda Item: 14
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: April 25, 2023
SUBJECT: 2017-18 BRIDGE PREVENTATIVE MAINTENANCE PROGRAM, PROJECT M0127 - PLANS AND SPECIFICATIONS, AND
CONSTRUCTION CONTRACT
DEPARTMENT: Public Works
PRESENTER: Shannon Pickett
RECOMMENDED ACTION
City Council:
1. Approve the plans and specifications for the 2017-18 Bridge Preventative Maintenance Program, Project M0127.
2. Find the 2017-18 Bridge Preventative Maintenance Program exempt from review under the California Environmental Quality Act (CEQA) pursuant to Title 14 of the California Code of Regulations, Article 19, Section 15301.
3. Award the construction contract to Peterson-Chase General Engineering Construction, Inc., in the amount of $399,732 and authorize a contingency in the amount of $59,959 for a total contract amount not to exceed $459,691.
3. Extend the current contract and authorize an increased expenditure authority for construction support services for the 2017-18 Bridge Preventative Maintenance Program, Project M0127 with TetraTech, Inc., in the amount of $29,020 and authorize a contingency in the amount of $4,353, for a total additional contract amount not to exceed $33,373.
4. Authorize an increase for Miscellaneous Federal Grants (Highway Bridge Program) revenue account 229-442409 in the amount of $343,036, and appropriate to expenditure account M0127229-516101, 2017-18 Bridge Preventative Maintenance Program.
5. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval.
BACKGROUND
The 2017-18 Bridge Preventative Maintenance Program (BPMP) project will provide preventative maintenance and repairs for six bridges in the City of Santa Clarita (City). The project will consist of sealing concrete bridge decks, patching spalling and delaminated concrete, cleaning and replacing expansion joints and sealants, and replacing one bridge deck asphalt overlay. The six bridges include Bouquet Canyon Road over Bouquet Canyon Channel, Soledad Canyon Road over Mint Canyon Channel, Decoro Drive over Dry Canyon Channel, Festividad Drive over Dry Canyon Channel, Haskell Canyon Road over Bouquet Canyon Channel, and Atwood Boulevard over Santa Clara River South Fork. This project supports the Sustaining Public Infrastructure theme of the City’s five-year strategic plan, Santa Clarita 2025.
The 2017-18 BPMP is not subject to CEQA review pursuant to Title 14 of the California Code of Regulations, Article 19, Section 15301, which exempts from CEQA review projects that consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features involving negligible or no expansion of existing or former use. Examples include, but are not limited to, existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities. This project meets the criteria for this exemption because the 2017-18 BPMP will be performing repairs and maintenance to existing bridges.
An invitation to bid was prepared and published twice in The Signal newspaper on January 25 and February 1, 2023, and posted on BidNet. The bid specifications were downloaded by 23 vendors; however, no bids were submitted to Purchasing by the February 28, 2023, deadline.
In the event the City does not receive a formal bid, the City’s Purchasing Policy provides for direct negotiation. Specifically, the City’s Purchasing Policy states:
“When no formal, responsive, or responsible bids are received, the City Manager (or designee), in adherence of the California Public Contract Code as applicable, and the City’s municipal code, may authorize staff to negotiate a contract and bring an award recommendation, if required by this Policy, to the City Council for approval.”
Due to the volatile bidding environment and high construction activity throughout Southern California, the City has experienced receiving fewer project bids. Staff followed up with the plan holders to assess why no construction bids were received on this project. The feedback included some contractors stating they do not typically perform this specific scope of work, and others noted they were not interested in bidding on smaller projects.
The City reviewed contractors that have regularly performed this specific scope of work and requested a proposal from Peterson-Chase General Engineering Construction, Inc. (Peterson- Chase). Peterson-Chase has extensive experience working with the City on federally funded bridge maintenance projects. Peterson-Chase has been regularly contracted for similar scopes of work by Caltrans and Los Angeles County.
As a result, staff negotiated a fair and reasonable bid as shown below:
Company Location Bid Amount
Peterson-Chase General Engineering Construction, Inc. Irvine, CA $399,732
Staff recommends awarding the construction contract to Peterson-Chase based on their in-depth understanding of the project scope and familiarity with adhering to the policies and procedures of Caltrans and the Federal Highway Administration. This contractor possesses a valid Class A State Contractor’s License and is in good standing with the Contractors State License Board.
Staff reviewed the proposal for accuracy and conformance to the contract document and found it to be complete. Their proposal adheres to the project’s plans and specifications and is available in the City Clerk’s Reading File.
The requested construction contingency will cover the cost of unforeseen conditions such as the uncertainty of repair work at specific locations, additional concrete deterioration due to recent rain events, potential utility conflicts, or abandoned utilities not shown in record drawings, and any additional work requested by the City.
Construction Design and Support Services
On June 18, 2018, the City signed a design contract with Tetra Tech, Inc. (Tetra Tech) in the amount of $49,716. Tetra Tech was selected through a Request for Proposal process and is the Engineer of Record for the 2017-18 BPMP. Their knowledge and expertise are valuable to the project and necessary to ensure compliance with the design plans and specifications.
Staff has negotiated a fair and reasonable price with Tetra Tech for the work required to complete the 2017-18 BPMP. This proposal is available in the City Clerk’s Reading File.
The recommended action to extend the current contract and increase expenditure authority by $33,373 including contingency, will ensure the project’s successful completion. This increase will allow Tetra Tech to provide construction support at regular meetings, review submittals, respond to requests for information, and complete the as-built drawings. The remaining funds will cover all anticipated project administrative costs, including project management, public works inspection, materials testing, deputy inspection, stormwater inspections, utility fees, and labor compliance monitoring.
Federal Grant Funds
Caltrans Federal Highway Bridge Program (HBP) funding for the design of this project was originally requested as part of the Fiscal Year 2017-18 budget. Due to increases in construction costs and requests by multiple agencies for additional funding at that time, the HBP funding was placed on hold. Once the HBP resumed funding in 2019, the City applied for funds to move forward with construction. However, approval of the construction funds was further delayed by HBP until January 11, 2023, when the City finally received Authorization to Proceed with construction from Caltrans securing $343,036 of HBP funds. Staff is requesting the appropriation of these funds to the project account.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended actions, adequate funds will be available in the 2017-18 Bridge Preventative Maintenance Program expenditure account M0127229-516101 (Misc Federal Grant Funds) and M0127233-516101 (TDA 8 Funds) to support the recommended contracts and project administrative costs.
ATTACHMENTS
Location Map
Bid Proposal for Peterson-Chase Construction Engineering, Inc. (available in the City Clerk's Reading File)
Proposal for Tetra Tech, Inc. (available in the City Clerk's Reading File)