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HomeMy WebLinkAboutAGENDA REPORT 1998 0107 CC REG ITEM 09CITEM q • CITY OF MOORPAR& CALIFORNIA AGENDA City Council Meeting REPORT of An r _1998 C=TY OF MOORPARKACTION: Q TO: The Honorable City Council 7 mend � FROM: Kenneth C. Gilbert Director of Public Works . DATE: December 19, 1997 (CC Meeting: 1 -7 -98) SUBJECT: Consider Authorization to Advertise for Bids for the Reconstruction of the Spring Road Bridge EXECUTIVE SUMMARY This report requests authorization to advertise for receipt of bids for a project to remove and reconstruct the Spring Road Bridge. DISCUSSION A. Background In September 1994, the City Council selected the firm of Dwight French and Associates (DFA) to prepare the design plans and specifications for the replacement of the Spring Road Bridge across the Arroyo Simi. When Dwight French & Associates was absorbed by Charles Abbott Associates (CAA), CAA assumed the responsibility for completing the design. B. Design Elements 1. Existing Bridge Dimensions: • Bridge Length: 122' • Bridge Width: 28' • Travel Lanes: 2 ea. 14' wide • Median: None • Bike Lanes: None • Sidewalks: 2 ea. 2' wide 2. Future Bridge Dimensions: • Bridge Length: 150' • Bridge Width: 50' • Travels Lanes: 2 ea. 12' wide • Median: 1 ea. 4' wide • Bike Lanes: 2 ea. 8' wide • Sidewalks: 2 ea. 8' wide spgbrq.ed 000036 Spring Road Bridge: Advertise January 7, 1997 Page 2 3. Bridge Support: The existing bridge is supported by the bridge abutments plus three sets of pier columns placed in the water course. The new bridge will be supported by the bridge abutments plus only one center pier wall. The center pier wall will be designed to prevent debris from collecting on it. This state -of -the -art design will eliminate past problems of debris being caught on the bridge supports blocking the free flow of storm water. 4. Design Requirements: The development of the project design required undertaking and completing a number of tasks including: • Survey • Roadway Alignment • Right -of -Way Requirements • Utility Impacts • Hydrology • Geotechnical Analysis • Seismic / liquefaction analysis • Bridge Structural Design • Interface with future trail system • Preparation of plans / profiles • Traffic control (road closure analysis) • Construction cost estimate • Cost est. for bridge widening (grant amount) • Road widening northwest of bridge • Striping plans 5. Levee Trail: One of the transportation goals of the City is to have a Levee Trail along the Arroyo Simi through the City, similar to the "river- side" trail in the City of Simi Valley. The City has received approval of a grant to perform a study to determine the feasibility of extending this trail system easterly to Madera Road. One of the objectives of the design for the subject bridge reconstruction project was to provide for this future levee trail system by including trail ramps to go under the bridge. A conceptual design for the placement of such trail ramps on the north side of the Arroyo was recently approved by the Ventura County Flood Control District (VCFCD). The final draft design provided to the City Council is being modified to include these improvements. 6. Street Lights: The design engineer has been asked to review the need for the possible installation of street lights on or near the bridge and to make provisions for same if required. spghrg.ad 000037 Spring Road Bridge: Advertise January 7, 1997 Page 3 7. Street Improvements North of the Bridge: The initial scope of the design did not include the construction of full -width street improvements on the west side of Spring Road just north of the bridge. If the project were to be constructed in accordance with that plan it would not include a connection between the sidewalk on the west side of the new bridge and the sidewalk along the Spring Road frontage of the Gateway Plaza shopping center. In March of 1997 the City Council approved a change in the design to add this street widening. The scope of that work included the replacement of an open storm drain culvert with an underground storm drain pipe and box culvert. 8. Street Improvements South of the Bridge: The bridge design includes a four feet (4') wide raised center median. The Spring Road street improvements to be constructed by Carlsberg also includes a four feet (4') wide raised center median. These two designs have been coordinated to provide for a smooth transition between the bridge and the roadway -- even if the bridge and road improvements are undertaken at separate times. The design of the existing and future roadway just south of the bridge has both a horizontal and a vertical curve. As mentioned above, there will be a four feet (4') wide raised median along this segment of the road. Due to the geometrics of the roadway, as well as the fact that the median is not wide enough to accommodate left turn lanes, the street and bridge designs will not include median breaks to allow left turn movements into and out of driveways located just south of the bridge. Turning movements into and out of these driveways will be restricted to right turns only. This design is consistent with the median design near the Tierra Rejada Road bridge. 9. Road Closure: The alignment for the new bridge approved by the City Council places the new bridge at the center line of Spring Road. This will require the complete removal of the existing bridge as one of the first elements of work. Accordingly, Spring Road will be closed during the construction of the project. 10. Science Drive: Consistent with City Council direction, it is the intent of staff to not close Spring Road until the developer of the Carlsberg Specific Plan completes the construction of Science Drive between Los Angeles Avenue and Peach Hill Road. It is currently anticipated that this road will be completed and open to the public prior to April 15, 1998. This is the first day of the six month long approved "window" of time when work is allowed in the Arroyo. It is also the target date for the first date of the work to be done in the Arroyo by the City's construction contractor. It is estimated that it will take approximately six (6) months for the City's construction contractor to complete all of the work requiring access to the Arroyo. If the we are able to adhere to the Schedule set forth in Section H below, the City's contractor should be able to complete all of the work to be done within the Arroyo prior to October 15th. spgbrg. ad 000038 Spring Road Bridge: Advertise January 7, 1997 Page 4 As stated above, it is our intent to close Spring Road on or about April 15th and redirect traffic to Science Drive. In the event Science Drive is not available for use as a DETOUR on that date, the choices available to the City would include the following: • approve a contract delay until Science Drive is available; - this will very likely add cost to the Contract Price due to delay time; - if the delay is more than one month, work within the Arroyo would extend beyond the October 15th deadline; • close Spring Road without the use of Science Drive as a DETOUR route on a temporary basis; and • reject all bids and re- advertise the project one year from now. 11. Future Channel Widening: The project design is compatible with the existing arroyo channel. The project design is also compatible with the design for a future project by the VCFCD to widen and lower the channel to hold 100 year storm flows. C. Right -of -Way & Easements 1. Street Right -of -Way: The existing street right -of -way lines for Spring Road across the Arroyo are not in alignment with the existing ninety feet (90') wide right -of -way lines north and south of the Arroyo. The Engineer is in the process of acquiring certain additional right -of -way from the VCFCD required to accommodate the Bridge. 2. Construction Easement: The street widening to be constructed on the west side of the street north of the bridge requires the City to obtain a temporary construction easement. The City Engineer is in the process of obtaining that Construction Easement from the owner of that property. D. Environmental Clearance In April of this year the City Council approved Resolution No. 97 -1306 approving the Mitigated Negative Declaration for the subject project and adopting a Mitigation Monitoring Program related thereto. E. Permits The City has been issued an Encroachment Permit from the Ventura County Flood Control District ( VCFCD) for the construction of the project. In addition, the City has retained the services of a consultant to obtain permits from a number of regulatory agencies including: a) the U. S. Army Corp of Engineers; b) the State Regional Water Quality Control Board; and, c) the State Fish & Game Department. It is anticipated that the City will be in possession of all required permits before January. spgbrq.ad 006035 Spring Road Bridge: Advertise January 7, 1997 Page 5 F. Utility Conflicts 1. Water: a. County Waterworks District No. 1: An existing water line on the bridge will be abandoned during the bridge reconstruction project. A new water line will be placed in one of the utility cells within the bridge structure. The City's project will include the placement of a sleeve within a utility cell to receive the future new water line. All City design and construction costs for this work will be reimbursed by the District. The work required to place the new water line will be done by a separate contractor retained by the District. b. Calleguas: There are no Calleguas facilities within the existing bridge or planned to be placed within the future bridge. Calleguas is reconstructing an east -west running water distribution line which is located just south of the bridge. Work on that relocation is expected to be completed by May. 2. Sewer: There is an existing sewer line attached to the east side of the existing bridge. This facility will be replaced by County Waterworks District No. 1. The City's project will include the placement of a sleeve within one of the utility cells within the bridge structure, to receive the future new sewer line. All City design and construction costs for this work will be reimbursed by the District. All work required to remove the old sewer line, place a temporary sewer line and install the new sewer line will be done by a separate contractor retained by the District. 3. Gas: There is a gas main attached to the existing bridge. This facility will be abandoned during the bridge reconstruction project. The Southern California Gas Company will install a new gas line to be located within a utility cell in the bridge structure. All work will be done by the utility company. The City's contractor will be required to coordinate the needs of the utility companies with the work required by the project. 4. Telephone: Existing telephone conduits located under the Arroyo immediately upstream of the bridge will remain in place. Bridge structural elements have been designed to "bridge" these facilities. The City Council recently approved a "Build Over" Agreement between the City and Pacific Bell Company regarding this element of the work. Additional telephone conduits are to be placed within one of the utility cells within the bridge structure. 5. Electrical: All existing electrical facilities in the vicinity of the bridge are overhead and are not affected by the project. No additional street lights are proposed to be installed on or near the bridge. Should there be a need for the placement of underground electrical facilities at any point in the future, such lines could be placed in an empty utility cell, if one is still available (see F -8 for details). apgbrq.ad 000040 Spring Road Bridge: Advertise January 7, 1997 Page 6 6. Cable T. V.: There are no existing cable facilities in the vicinity of the project. 7. Other: There is an existing Shell Oil Company fuel transport pipe attached to the bridge. It is the intent of Shell Oil to replace this facility with a new line to run under the Arroyo and to be located away from the new bridge. 8. Utility Cells: There are eight (8) utility cells located within the bridge structure. Four of the cells are to be used for utilities and four will remain empty and available for possible future use. The cells to be occupied will be used for gas, telephone, water and sewer. G. Fiscal Impact 1. Total Project Cost Estimate: A summary of the total project costs is as follows: Description Amount ($) Design 115,000 Riqht -of -way 0 Construction * 1,790,000 Construction Contingency (10 %) 180,000 Contract Admin / Insp 150,000 Total 2,235,000 2. Multi -Year costs: A summary of cost over several fiscal years is as follows: The Budget for the subject project is summarized as follows: Prior Element Years FY 97/98 Total Construction 0 * 1,790,000 1,790,000 Contingency 180.000 180,000 Construction plus Contingency 1,970,000 1,970,000 Design 115,000 0 115,000 Admin / Inspection 150,000 150,000 Total 115,000 2,120,000 2,235,000 spgbrg.ed Note: * Does not include the cost of the Addendum adding improvements to the north levee to accommodate the future placement of a trail under the bridge. 00604JL Spring Road Bridge: Advertise January 7, 1997 Page 7 3. Budget Amendment: The current FY 1997/98 Budget only provided funds to complete the design. It will be necessary to amend the budget to fully fund this project ( *). A summary of the proposed Budget amendment is as follows: Account Number 400.801.8017.000.9903 Current Budget 20,000 Proposed Change 2,100,000 FY 1997/98 Total 2,120,000 Note: * It is recommended that the amendment of the budget to fully fund this project be deferred to the date of the award of contract. 4. HBRR Grant: Several years ago the City received approval of a Federal HBRR grant in the amount of $506,000. This amount represented the federal share of construction costs for the widening of the bridge. Caltrans approved the City's request to apply these rehabilitation monies to a City project to completely replace the bridge. When the project did not proceed as initially scheduled, the grant monies were redirected. Staff is in the process of working with Caltrans to have these funds re- authorized. It is anticipated that the re- authorization of this Federal grant will be approved. When received, these grant revenues placed in Fund 244. 5. Funding Sources / Inter -Fund Loan: Except for the above mentioned grant, the funding source for this project is the Spring Road / Tierra Rejada Road AOC. The current fund balance for this fund is not sufficient to fully fund the project at this time. It is recommended, therefore, that monies be loaned to the Spring Road / Tierra Rejada Road AOC to allow the City to proceed with the project. Anticipated future revenues to this fund are sufficient to repay this loan. A summary of the proposed inter -fund loan (action to be deferred to the award of contract) is as follows: Fund 244 Fund 211 -900 Element BRR Grant apr / TR AOC Total Current Available Funds 0 1,033,000 1,033,000 Plus Future Grant Receipts 506,000 --- 506,000 Plus Loan from Another Fund 0 ** 581,000 581,000 Sub -total Current Year 506,000 1,614,000 2,120,000 Plus Prior Year Costs 0 115,000 115,000 Total Project 506,000 1,729,000 2,235,000 Note: ** Possible sources include, Gas Tax Fund, Local Transportation Fund, L. A. AOC and MRA. spgbrg.ad 00004Z Spring Road Bridge: Advertise January 7, 1997 Page 8 H. Schedule It is necessary to coordinate the construction activity within the arroyo with restrictions imposed by the VCFCD. Those restrictions allow construction activities within the watercourse only between April 15th and October 15th of each year. To meet these requirements the following schedule has been established: 12- 15 -97: Design complete 01-07-98: Authorization to advertise 01- 09 -98: Plans on Sale 02- 09 -98: Tentative Bid Opening Date 02- 16 -98: Last Date to Open Bids 03- 04 -98: Last Date to Award Contract to meet 4 -15 -98 Deadline * ** 05- 13 -98: Last date to award a contract prior to expiration of the maximum period allowed by the specs [contract must be awarded within ninety (90) days of the date of the bid opening 04- 01 -98: Proposed Notice to Proceed Date 04- 15 -98: First Day of Work in the Arroyo 09- 30 -98: Estimated Last Day of Work in the Arroyo 10- 15 -98: Last Day Work Allowed in the Arroyo 12- 15 -98: Complete contract I. Plans and Specifications The plans and specifications have been completed. A copy of these documents have been placed in the City Council office for your review. J. Deferred Construction As mentioned above, there is a very tight window available for working within the Arroyo. If the project is to be constructed in 1998, it is necessary to proceed with the bidding process immediately. If Science Drive is not available for use as a DETOUR route on April 15th, it may be necessary to proceed with the closure of Spring Road without this alternate route in order to complete work in the Arroyo prior to October 15th. The alternative is to delay the project for one year. However, delaying the project could cause problems with the HBRR grant and /or with the permits being obtained from various regulatory agencies. At a minimum there would be some duplication of effort to re- establish these approvals. Worst case would be the possible loss of the HBRR grant. Accordingly, it is the opinion of staff that the project not be deferred. spgbrg.sd 000043 Spring Road Bridge: Advertise January 7, 1997 Page 9 RECOMMENDATION Staff recommends that City Council 1) approve the plans and specifications for the subject project and 2) authorize staff to advertise for receipt of bids. spgbrg.ad 00 044