Administration and Projects Committee STAFF REPORT June 4, 2015 Page 2 of 2 project on hold until further funding is identified. Attachments A. Propos

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1 Administration and Projects Committee STAFF REPORT Meeting Date: June 4, 2015 Subject State Route 4 (SR4)/Balfour Road Interchange (Project 5005) Authorization to Execute Agreement No. 430 with Quincy Engineering, Inc. (Quincy) for Design Services During Construction Summary of Issues In July 2012, Agreement No. 354 with Quincy was approved in the amount of $3,356,000 to conduct design services for the SR4/Balfour Road Interchange Project and it was subsequently amended three times to address additional scope requirements and time extensions. The final amended contract total was $4,690,891. Historically, the Authority has retained the design firm to provide engineering services during construction on an as-needed basis and the three-party Authority, SR4 Bypass Authority, and California Department of Transportation (Caltrans), Cooperative Agreement No requires the design firm to be available to perform such services. The term of the agreement would extend from June 17, 2015 to December 31, Recommendations Staff seeks authorization for the Chair to execute Agreement No. 430 with Quincy in the amount of $658,700 with an agreement termination date of December 31, Financial Implications Sufficient funds are programed in the 2013 Measure J Strategic Plan; however, the project is currently facing a significant funding shortfall. The project is programmed with $56.6 million in Measure J and East Contra Costa Regional Fee and Finance Authority (ECCRFFA) funds. Staff is working to quantify the final utility and construction costs and will seek additional funding prior to advertisement of the construction contract. If the project does not move to construction, this contract will be suspended. Options The Authority could elect not to approve this Agreement and place the 3-1

2 Administration and Projects Committee STAFF REPORT June 4, 2015 Page 2 of 2 project on hold until further funding is identified. Attachments A. Proposal Letter from Quincy Engineering, Inc. dated May 15, 2015 Changes from Committee Background Quincy is preparing the Plans, Specifications, and Estimates (PS&E) for the SR4/Balfour Road Interchange Project, under Agreement No. 354, as amended, which expires in September 30, The Project is expected to advertise for construction bids in Fall The Authority will administer the construction contract with Caltrans oversight through Cooperative Agreement No The schedule is subject to change in the event the remaining utility, right-of-way ROW and funding issues are not resolved. Caltrans requires the designer of record to be available during construction to review contractor submittals, address design issues or questions that surface during construction and prepare as-built record drawings. The proposed contract value is $658,700. This value represents approximately 1.43% of the Engineer s Estimate of the probable capital construction cost of $46 million for the project and is consistent with the Authority s historical practices. The range of the dollar amount for these design services during construction is typically between 1% and 2% of the capital construction cost. The Authority s construction manager will work with the Authority s Resident Engineer to determine the need for engineering support during construction and monitor specific tasks during construction. Therefore, staff seeks authorization for the Chair to execute Agreement No. 430 with Quincy for a total not-to-exceed amount of $658,700 for design services during construction, expiring at the end of construction and completion of closeout documentation on December 31, 2018, and to allow the Executive Director to make non-substantive changes to the contract language. 3-2

3 May 15, 2015 Ivan Ramirez Construction Manager Contra Costa Transportation Authority 2999 Oak Road, Suite 100 Walnut Creek, CA Subject: Design Services During Construction (DSDC) for the Balfour Road Interchange Project (CCTA Project 5005) Agreement No. 430 Scope and Fee We respectfully submit the attached scope and fee for Design Services During Construction for the Balfour Road Interchange Project. The attached scope of services provides for the required support of the project during the construction phase and preparation of as-built plans. It is anticipated that the duration of these services would begin summer 2015 and continue through the end of 2018 on a time and materials basis not to exceed $658,700. If you have any questions or require any additional information please contact me. Sincerely R. Brent Lemon, P.E. Project Manager Cobblerock Drive, Suite 100 Rancho Cordova, CA P: F:

4 SCOPE OF WORK SR 4/ Balfour Road Interchange Construction Support Contract (DSDC)- SCOPE OF WORK SCOPE OF WORK Quincy Engineering, Inc. (Quincy) provides the following scope of work to CCTA to be provided during the pre-bid, award and construction phases of the project. This scope begins at the conclusion of the 100% Design Submittal to Caltrans June 30, 2015 and extends thru December 31, TASK 1 BIDDING & POST-AWARD ASSISTANCE The individuals that were directly involved in the design will be available during the bid period to interpret the plans and specifications, prepare addenda if needed, and provide general consultation to CCTA and the Construction Manager, Psomas to obtain bids. When the construction bids are opened, Quincy will be available to provide analysis and recommendations concerning award of the contract. The budget that corresponds to this scope of work is attached and estimated based upon anticipated support services that the Quincy team will provide for CCTA on a time and materials basis: Task 1.1 Final Utility Relocation and Right Way Acquisition Support Quincy will provide final utility relocation coordination for efforts associated with PG&E redesign of the joint utility trench within the project limits, identification of locations to perform positive utility verifications and confirming no conflicts with proposed interchange improvements with the joint trench final design. Quincy will provide exhibits to support the County s right of way agent relating to property owner negotiations relating to the Kinder Morgan relocation. Quincy will provide right of way engineering support to develop three plats and legal descriptions to accomplish the Kinder Morgan relocation. Task 1.2 Resident Engineer s File and Surveyor s File Quincy will develop a Resident Engineer s (RE) File and a Surveyor s File for use in construction following the Caltrans Project Development Procedures Manual (PDPM) Chapter 15. The RE file will include the relevant items listed in Section 2, Chapter 15 of the Caltrans PDPM. One hard copy will be provided to the RE. For this project the following specific items will be included: Calculations including: Quantity calculations, structures movement rating sheets. Bridge Deck 4-scales, on full size plan sheets. Right of Way contracts and obligations. Foundation Reports for each bridge to be constructed. Geotechnical Design and Materials Report. Project Report. Falsework clearance calculations not required since utilizing pre-cast girders over traffic areas and Deer Creek. Environmental Permits. Project cost estimate. Drainage report. Environmental Addendum Nos. 10, 11 and 12 to the EIR which address the construction of the Balfour Road Interchange. 3-4 Balfour Road Interchange Construction Support CCTA P A G E 1 OF 3

5 SCOPE OF WORK Contract documents as advertised will be obtained by the construction management firm as part of their scope to advertise and award the project. Exceptions to mandatory and advisory design standards. Longitudinal utility encroachment exception for Contra Costa Water District (CCWD) facility and the Balfour Interchange Improvements. Design Project Engineer letter to RE with other instructions and project history. MS Project contract working day schedule that was used to establish working days for the contract documents. Design cross sections at 50-foot intervals. The Surveyor s file will include the relevant items listed in Section 2, Chapter 15 of the Caltrans PDPM. One hard copy will be provided to the RE. For this project the following specific items will be included: Project control. Aerial topography used in development of the contract plans. Base map. Roadway alignments. Roadway profiles. Cross sections and slope stake listings of each roadway alignment line. Drainage systems information provided on contract plans. Retaining wall layout lines. Bridge abutment, wing wall, column, bent and edge of deck layout lines. Hard copy of final Right of Way Appraisal Map. Right of way coordinate geometry. Datum listing. Project reference list. Digital design model of finished grade surface. Task Bidding Assistance Quincy will provide the following services during the bidding period: Coordinate with the construction management firm as needed to respond to inquiries. Attendance at pre-bid and pre-construction meetings. Respond to Requests for Information and prepare addenda, as needed. Task Construction Support Quincy will provide construction support services to CCTA: Attendance construction meetings/site visits as requested. Attendance at quarterly partnering meetings. Respond to Requests for Information 3-5 Balfour Road Interchange Construction Support CCTA P A G E 2 OF 3

6 SCOPE OF WORK Construction site observations Develop updated plans or plan revisions, as needed for Review Contract Change Orders as needed Task 1.5 Shop Drawing Review Quincy will review shop plans in accordance with the Caltrans Bridge Memo to Designers Manual. Quincy will coordinate with Caltrans to include their comments on submittals, which will be provided to the Resident Engineer. It is assumed shop plans for the following structures will be reviewed: Deer Creek Bridge (Right) Deer Creek Bridge at EB SR4 On-Ramp Balfour Road UC Deer Creek MSE Retaining Wall Task Prepare Record Drawings Quincy will prepare As-Built Record Drawings based upon the redlines submitted by the Contractor and Resident Engineer. The As Builts will comply with Section As-Builts (Roadway Plans) and Seciton As-Builts (Structure Plans) of the Caltrans Plans Preparation Manual. Project Plans developed by Carollo Engineers for CCWD facilities will be updated by Carollo Engineers and not Quincy. CCWD will be responsible to finalize and submit these plans to Caltrans electronically upon completion of the construction contract. Task 1.7 Specialty Services Support During Construction This scope provides support budget for response to inquiries during the bidding phase or construction phase for Quincy s subconsultants: Fehr and Peers (Electrical), WRECO (Hydraulics) and Parikh (Geotechnical). Task 1.8 Pre-Construction Environmental Surveys This scope provides support budget for Circlepoint to conduct pre-construction surveys within 30 days of the start of construction and also provide up to 10 days of monitoring during construction as needed. 3-6 Balfour Road Interchange Construction Support CCTA P A G E 3 OF 3

7 Cost Proposal CCTA - Balfour Road Interchange Construction Support Post Design Services Date: 5/14/2015 Quincy Engineering, Inc. Direct Labor: $185, Escalation for Multi-Year Project (5.0%): $9, Subtotal $194, Overhead (1.6389): $318, A. Labor Subtotal $513, Subconsultant Costs: Parikh $20, WRECO $10, Fehr and Peers $20, Circlepoint $35, B. Subconsultant Subtotal $85, Other Direct Costs: Travel 1500 $0.575 $ Pier Diem/ Hotel $ Delivery $20.00 $ Vendor Reproduction 81/2 X 11 Full Size Plans and 11x17 $7, Mounting Boards for Newsletters (Translation and Subtotal Vendor Reproduction $7, Title Miscellaneous Prevailing Wage Differential C. Other Direct Cost Subtotal: $8, Labor Subtotal A. = $513, Fixed Fee (10.0%): $51, Subconsultant Subtotal B. = $85, Fixed Fee (0.0%): Other Direct Cost Subtotal: C. = $8, Fixed Fee (0.0%): TOTAL = $658, Note: Invoices will be based upon actual QEI hourly rates plus overhead at % plus prorated portion of fixed fee. Subconsultant and Direct Costs will be billed at actual cost. Balfour Constructtion Support Budget xlsx Project 1 Budget 3-7

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