HomeMy WebLinkAboutAGENDA REPORT 2012 0516 CC REG ITEM 10F ITEM
Gity Council Meeting
MOORPARK CITY COUNCIL
AGENDA REPORT ACTION:
TO: Honorable City Council
WXFROM: Dave Klotzle, City Engineer/Public Works Director
DATE: May 4, 2012 (CC Meeting of 05116/12)
SUBJECT: Consider Plans and Specifications, Authorization to Advertise for
Construction Bids, and Authorization of a Consultant Agreement for
Construction Management and Inspection Services for State Route
23 Soundwall at Tierra Rejada Road (Project 8079)
BACKGROUND
On May 21, 2008, the City Council authorized staff to initiate the permitting process for
soundwalls along the west side of State Route 23, north of Tierra Rejada Road. On
March 18, 2009, the City Council awarded a contract to provide professional services with
Parsons Transportation Group (Parsons) for preliminary engineering, environmental
analysis, design, and right-of-way activities for the installation of the soundwalls. The
contract was finalized and executed on May 28, 2009.
On February 17, 2010, the City Council selected the soundwall design which includes
decorative patterns of light brown, dark brown, and grey masonry blocks. The design
also includes vines to be planted which will eventually cover most of the wall, providing a
graffiti deterrent.
On September 1, 2010, March 2, 2011 and July 20, 2011, City Council approved
amendments to Parsons' design agreement for additional testing, reports, and design of a
bioswale drainage system required by Caltrans.
The soundwall project has been designed in accordance with Caltrans requirements and
will require the issuance of an encroachment permit by Caltrans for final project approval
prior to the City advertising for construction bids. The final requirement to be met before
Caltrans will issue the encroachment permit is the preparation of a Quality Management
Plan (QMP) for the inspection of certain construction materials. The QMP must be
prepared by the consulting firm hired by the City to provide construction management and
inspection services.
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May 16, 2012
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DISCUSSION
A. Scope of Work
The subject project will construct two fourteen foot high masonry block soundwalls on
the west side of State Route 23 (SR-23) at the southbound off-ramp to Tierra Rejada
Road. The first wall will begin north of the off-ramp and extend south along the off-
ramp for a total length of approximately 1,000 feet. A second wall will begin just past
the off-ramp and extend south for approximately 700 feet, ending just before the
bridge over Tierra Rejada Road.
The project also includes drainage, lighting, landscaping and irrigation improvements.
Other than intermittent closures of short duration, the off-ramp will remain open at all
times during construction. Working hours will typically be 7:00 a.m. to 3:30 p.m.
however extended hours of work may be necessary for certain portions of the work.
The project plans and specifications have been completed and a copy has been
placed on top of the file cabinet in the City Council Conference Room.
B. Construction Management and Inspection
Construction management, inspection and materials testing services will be provided
by a consultant. The consultant will prepare the QMP which is required for Caltrans to
issue the encroachment permit. Staff solicited proposals for these services from
several qualified consultants and received the following proposals:
Consultant Amount
Filippin Engineering, Inc. $ 228,500
MINIS Engineers. Inc. $ 283,960
Parsons Corporation $ 450,000
Staff is recommending that the City Council authorize the City Manager to execute a
consultant agreement with Filippin Engineering Inc. in an amount not to exceed
$228,500.00.
C. Environmental
A CEQA Categorical Exemption was prepared for the project and has been approved
by Caltrans.
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D. Project Schedule
The anticipated project schedule is as follows:
Execute Agreement for Construction Management May 21, 2012
Preparation and Caltrans Approval of QMP June 1, 2012
Obtain Caltrans Encroachment Permit June 8, 2012
Advertise for Bids June 11, 2012
Bid Opening July 10, 2012
Award of Construction Contract July 18, 2012
Notice to Proceed August 13, 2012
Project Completion April 13, 2013
FISCAL IMPACT
The project is funded by the Carlsberg portion of the Citywide Traffic Mitigation Fund
(Fund 2002) which had an estimated beginning balance of $2,276,003.63 available for
the soundwall project. To date, $367,143.94 has been spent on the project. The table
below provides an overview of current estimated project costs, the FY 2011/12 Budget,
and total expenditures to date.
Task Estimated FY 2011/12 Total Expenditures
Cost Budget (to date)
Design $ 380,000.00 $ 89,045.59 $ 331,326.94
Construction $ 1,750,000000 $ 1,600,000.00 $ -
Construction 10% Contingenc $ 175,000.00 $ - $ -
Construction Management,
Inspection & Testing $ 228,500000 $ 100,000.00 $ -
Staff Costs $ 100,000.00 $ - $ 35,817.00
Totall $ 2,633,500.00 1 $ 1,789,045.59 $ 367,143.94
As can be seen from the table above, if Estimated Costs are accurate, the Carlsberg
portion of Fund 2002 will have a deficit of $357,496.37. The actual deficit may vary
depending on the actual bids and final cost of construction. An additional $780,157.75 in
Carlsberg revenue is expected from future development; such as UST Patriot Commerce
Center ($265,577.95), Home Depot ($414,402.50), and Peach Hill Medical Center
($100,177.30); however, these funds are not expected for several years. To fully fund the
project in the coming months the City will most likely need to use non-Carlsberg funds
from Fund 2002, or fund the difference with another funding source.
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The FY 2011/12 budget for the project includes $1,789,045.59 of which $1,600,000.00 is
for construction and $100,000 is for construction management and inspection. An
additional $128,500.00 is required for the proposed construction management and
inspection services which can be funded by a line item transfer from the construction
budget. A future budget amendment to appropriate additional funds for construction will
likely be needed at the time that City Council awards the construction contract. The
amount of the future budget amendment will depend on the actual construction bid
amount.
STAFF RECOMMENDATION
Approve the plans and specifications for the subject project and authorize staff to
advertise for construction bids.
Authorize the City Manager to award a consultant agreement for construction
management and inspection services to Filippin Engineering, Inc. in an amount not to
exceed $228,500.00, subject to final language approval by the City Manager and City
Attorney.
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