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APPROVE MOTION TO AWARD CONTRACT FOR THE BRIDGE REHABILITATION AND REPLACEMENT PROGRAM PROJECT
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Award a Professional Services Contract to ADKO Engineering, Inc. of Roseville, CA, in the amount of $202,973.33, for design services for the Bridge Rehabilitation and Replacement Program (Project No. PW1704/Federal Project No. BPMPL-5008(177)).
2. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The Bridge Preventative Maintenance Program (BPMP) is a federally funded program managed by the California Department of Transportation (Caltrans) to assist local agencies with planning and funding maintenance to extend the useful life of their bridges. Caltrans approved the City’s BPMP plan. The City recently completed construction of the top three projects identified in the plan using BPMP funds. Construction of the next six ranked bridge projects is included in the Fiscal Year (FY) 2017-22 Capital Improvement Plan (CIP) as the Bridge Rehabilitation and Replacement Program project.
On May 24, 2018, the City advertised a Request for Proposals (RFP) for the design of the Bridge Rehabilitation and Replacement Program project. On June 28, 2018, two firms submitted proposals for this project. Staff evaluated the proposals and found ADKO Engineering, Inc. (ADKO), of Roseville, CA, to be the most qualified and highest ranked firm.
It is recommended that Council approve a motion authorizing the City Manager to execute a Professional Services Contract in the amount of $202,973.33 with ADKO. It is anticipated that the design will be completed by fall 2019.
This project is subject to federal Disadvantaged Business Enterprise (DBE) requirements.
DISCUSSION
Background
The BPMP is a federally funded program managed by Caltrans to assist local agencies with planning and funding of bridge maintenance to extend the life of their bridges. To take advantage of this program, local agencies must have a prioritized BPMP approved by Caltrans. Following Caltrans approval of the local agency’s plan, the local agency may then request authorization to proceed with the preliminary engineering and construction phases of projects in the plan.
The City developed a bridge preventative maintenance plan to prioritize City-owned bridges that demonstrate structural deficiencies, physical deterioration, or other deficiencies based on bridge inspection reports. The City’s BPMP plan was approved by Caltrans in 2012 and updated in 2017. The McKinley Avenue bridge over French Camp Slough, the Center Street bridge over Burlington Northern Railroad/Scotts Avenue, and the El Dorado Street bridge over Burlington Northern Railroad/Scotts Avenue were ranked as the highest priority bridges. Rehabilitation of these bridges was completed using BPMP funding. The next six priority bridges are as follows (Attachment A - Vicinity Map):
1. Carolyn Weston over French Camp Slough (Bridge No. 29C0407)
2. Center Street over Stockton Channel (Bridge No. 29C0189)
3. El Dorado Street over Calaveras River (Bridge No. 29C0140)
4. El Dorado Street over Bianchi Road (Bridge No. 29C0141)
5. Don Avenue over Mosher Slough (Bridge No. 29C0096)
6. Feather River Drive over Fourteen Mile Slough (Bridge No. 29C0401)
The scope of repair work for these bridges includes erosion repairs, replacement of the asphalt approaches, deck sealing, and barrier replacement. The City grouped the bridges into a combined Bridge Rehabilitation project, and secured federal-aid funds to begin the PE phase (Project No. PW1603/Federal Project No. BPMP-5008(157)). The project was included in the FY 2017-22 CIP.
Since the project is funded with federal transportation dollars, DBE program rules apply. DBE rules require that the consultant either meet a calculated project specific DBE participation goal or undertake and document good faith efforts to do so. If the apparent low bidder does not meet the project goal, a Good Faith Efforts Evaluation must be made examining several specific factors. Failure to meet the goal or make adequate good faith efforts are grounds for rejecting a consultant’s proposal.
A DBE is a socially and economically disadvantaged small business owned by a woman or by a specified ethnic group that has been properly certified by Caltrans. These groups include:
• African American
• Asian Pacific American
• Native American
• Women
• Hispanic American
• Subcontinent Asian American
A DBE goal of five percent was established for this project. The goal was calculated by examining the breakdown of the types of work to be performed, and the availability of certified DBE companies in our market area to perform the work.
The federal funding restrictions prohibit the use of the Local Employment Ordinance (Stockton Municipal Code (SMC) section 3.68.095), and the Local Business Preference Ordinance, (SMC section 3.68.090).
On July 26, 2016, Council adopted a Community Workforce and Training Agreement (CWTA). The CWTA became effective August 25, 2016, and applies to all Public Works projects over $1 million that are bid after that date. The CWTA was not applied to this project as federal regulations prohibit the use of such agreements.
Present Situation
On May 24, 2018, the City advertised a RFP for the design services of the Bridge Rehabilitation and Replacement Program. On June 28, 2018, two proposals were received from the following firms:
• ADKO Engineering, Inc. (Roseville, CA)
• MGE Engineering, Inc. (Sacramento, CA)
A Selection Committee comprised of Public Works’ staff evaluated and ranked all proposals based on each firm’s understanding of work, experience with similar kinds of projects, staff qualifications and technical ability, project approach, and familiarity with State and federal procedures.
ADKO received the highest ranking, based on the noted criteria, and was determined to be the most qualified firm for this project. Staff negotiated a fee of $202,973.33 with ADKO for design services. This fee is approximately 12.5 percent of the total estimated project cost, which is typical for projects of this type and scope. ADKO has proposed 20.27 percent DBE participation, which exceeds the DBE goal of five percent. It is anticipated that the design will be completed by fall 2019.
Staff recommends Council approve a motion to award a Professional Services Contract in the amount of $202,973.33 to ADKO for design services of the Bridge Rehabilitation and Replacement Program (Attachment B).
Findings
Pursuant to SMC section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. The City does not have enough staffing available to design this project within the required deadlines.
2. The scope of design services requires an engineering firm experienced in bridge rehabilitation design.
3. Use of the RFP process is appropriate for this Professional Services Contract, because it relies on the evaluation of professional qualifications and performance as the basis for selection of a vendor. Use of these criteria helps ensure selection of a vendor that will provide the highest quality professional service which is in the public interest.
4. The City negotiated a contract following solicitation of competitive proposals in accordance with SMC section 3.68.070.A.3.
The recommended motion will approve a Professional Services Contract with ADKO in the amount of $202,973.33 for the Bridge Rehabilitation and Replacement Program (Project No. PW1704/Federal Project No. BPMPL-5008(177)).
FINANCIAL SUMMARY
The BPMP requires an 11.53 percent match of non-federal dollars for the PE phase. The local match, as well as the federal funding for the PE phase, was programmed in FY 2017-18 of the 2017-22 CIP. The Bridge Rehabilitation and Replacement Program (Project No. PW1704/Federal Project No. BPMPL-5008(177)) currently has an unencumbered balance of $396,000. This is sufficient to award the Professional Services Contract in the amount of $202,973.33. The remaining design funds will be used for staff costs, contingency, and other design administration. The project is fully funded with BPMP federal funds and Measure K Maintenance funds. Both funds are eligible to be expended on the design contract.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - Vicinity Map
Attachment B - Professional Services Contract with ADKO Engineering, Inc.