REQUEST FOR CITY COUNCIL ACTION
DATE: 12/06/2023
TO: Honorable Mayor and City Council Members
FROM: Public Works Department
SUBJECT:
Title
PROFESSIONAL SERVICES AGREEMENT WITH MICHAEL BAKER INTERNATIONAL, INC. THE AMOUNT OF $177,404.61, FOR THE DEVELOPMENT OF A BRIDGE PREVENTIVE MAINTENANCE PROGRAM, PROJECT NO. 2022-17
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EXECUTIVE SUMMARY:
This staff report asks for the City Council to approve the Professional Services Agreement with Michael Baker International, Inc. in the amount of $177,404.61 for the development of the bridge preventive maintenance program (BPMP). The bridge preventive maintenance program is the development of a plan to maintain all City owned bridges to ensure they are structurally safe and in serviceable condition. The BPMP provides the City with the recommended maintenance strategies or methods of repair for each bridge, along with the estimated cost to complete the repairs that will be eligible for federal funding.
RECOMMENDED ACTION:
Recommended action
That the City Council:
a. Award Request for Proposal 24-002SB to Michael Baker International for the development of the Bridge Preventive Maintenance Program, Project No. 2022-17.
b. Approve the Professional Services Agreement with Michael Baker International, Inc. for a term of December 6, 2023, through December 31, 2024, in the amount of $177,404.61, and waive any and all minor irregularities in the proposal.
c. Authorize the City Manager, or his designee, to issue a purchase order in the amount of $177,404.61 to Michael Baker International, Inc.
d. Authorize the City Manager, or his designee, to execute the Professional Services Agreement with Michael Baker International, Inc. in the amount of $177,404.61, including any non-substantive extensions, change orders, purchase orders, and amendments up to the amount authorized in Corona Municipal Code Section 3.08.070(I), which is equivalent to 10% or $17,740.
e. Authorize the creation of a new Operating and Maintenance Project titled, “Bridge Preventive Maintenance Program,” and authorize an appropriation and an estimated revenue increase in the amount of $142,000 from the Public Works Grants/Agreement Fund 243 and an appropriation in the amount of $70,885 from the Gas Tax Fund 222 to the newly created Project.
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BACKGROUND & HISTORY:
A total of 32 bridges are owned and maintained by the City, as shown in Exhibit 1. These bridges are in various conditions and it is the City’s responsibility to perform routine maintenance to ensure they remain safe and serviceable. In 2021, the City applied for funding through the California Department of Transportation (Caltrans) to develop a Bridge Preventive Maintenance Program. In 2022, the City was awarded $142,000 for the development of a bridge preventive maintenance program. The goals of the program are to:
1. Maintain the existing inventory of bridges in good or fair condition rating as defined by Caltrans.
2. Correct minor structural defects.
3. Correct minor structural deficiencies early in a bridge’s life before the bridge has problems requiring costly rehabilitation, reconstruction, or replacement.
4. Extend the service lives of existing bridges.
5. Make efficient use of limited resources.
ANALYSIS:
Staff recommends the creation of a new Operating and Maintenance Project titled “Bridge Preventive Maintenance Program,” to inspect and address any structural defects or deficiencies earlier in a bridge's life rather than wait until a bridge has critical problems requiring costly rehabilitation, reconstruction, replacement, or seismic safety retrofitting. The project will begin with re-inspecting all the bridges listed in Exhibit 1 for any structural deficiencies or safety concerns. After completing the bridge inspections, a detailed program will be developed consisting of the recommended maintenance activities or repairs needed to keep the bridges structurally safe and in serviceable condition. The plan will also categorize the bridges in terms of their severity, and the number of repairs needed. A cost estimate will also be provided for the repairs needed at each bridge.
The development of the BPMP will help the City prioritize and allow the City to be eligible for federal funding assistance while ultimately extending the service life of the existing bridges, ensuring they maintain a good condition rating. Staff recommends the appropriation of $142,000 in Federal funds received from Caltrans through the Program Supplement Agreement No. F031 in the Public Works Grants/Agreement Fund 243 and $70,885 from Gas Tax Fund 222 for the Bridge Preventive Maintenance Program. Caltrans fully funded this project based on the original cost estimate developed for the scope of work. Staff is coordinating with Caltrans to offset where the City is supplementing in additional funds.
On July 28, 2023, Request for Proposal (RFP) 24-002SB for professional services for the development of the BPMP was posted on the City of Corona bid platform, PlanetBids, pursuant to Corona Municipal Code Section 3.08.110 Non-public projects formal bidding procedure. A total of five hundred and twenty-three (523) registered City of Corona prospective bidders were notified. On August 28, 2023, three (3) proposals were received through the PlanetBids bidding service. The three proposals were evaluated by a review panel composed of City staff members.
The following is a summary of the proposal evaluation results:
Based on the proposal scoring analysis, it was determined that Michael Baker International team possesses the skills, experience, and staffing necessary to execute the scope of work successfully. Staff recommends awarding a contract to Michael Baker International for the development of the Bridge Preventive Maintenance Program. Funding for this program also includes $17,740 for estimated project management tasks to be performed by City staff.
FINANCIAL IMPACT:
Approval of the recommended actions will result in an appropriation and an estimated revenue increase in the amount of $142,000 from the Public Works Grants/Agreement Fund 243 and an appropriation in the amount of $70,885 from Gas Tax Fund 222 to the newly created Operating and Maintenance Project titled, “Bridge Preventive Maintenance Program.”
Professional Services ……………………………………………………………………………… $177,405
City Project Management (10%) …………………………………………………………………. $17,740
Contingency (10%)…………………………………………………………….……………………… $17,740
Total Cost ………………………………………………………………………… $212,885
|
Funding Source |
Amount |
|
Public Works Grants/Agreement (Fund 243) |
$142,000 |
|
Gas Tax (Fund 222) |
$70,885 |
|
Total |
$212,885 |
ENVIRONMENTAL ANALYSIS:
These actions are exempt from the California Environmental Quality Action (CEQA), as the actions are not a “project” as defined by CEQA (PRC Section 21065 and CEQA Guidelines Section 15378), guidelines which define a “project” as the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or reasonable foreseeable indirect physical change in the environment, and that is an activity directly undertaking by any public agency including public works construction and related activities. These actions involve authorizing an appropriation of funds per approval of a professional service agreement to develop a Bridge Preventative Maintenance Program. After approval of the recommended actions herein, staff will proceed with the development of the plan and no environmental analysis is required at this time. Any applicable documentation will be prepared and filed at that time.
PREPARED BY: ISMAEL RIVERA, ASSOCIATE ENGINEER
REVIEWED BY: SAVAT KHAMPHOU, PUBLIC WORKS DIRECTOR
Attachments:
1. Exhibit 1 - Bridge List
2. Exhibit 2 - Program Supplement & Resolution
3. Exhibit 3 - Professional Services Agreement