HomeMy WebLinkAbout07/01/2008, C4 - PREFUMO CREEK BICYCLE AND PEDESTRIAN BRIDGE, SPECIFICATION NO. 90806 council DW July 1,2008
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CITY O F SAN LUIS OBISPO
FROM: Jay Walter, Public Works Directorx_�bv)
Prepared By: Michael J. McGuire, Engineer III
SUBJECT: PREFUMO CREEK BICYCLE AND PEDESTRIAN BRIDGE,
SPECIFICATION No. 90806
CAO RECOMMENDATIONS:
1. Authorize Finance Director to approve a purchase order in the amount of $72,239 with
Wallace Group for design services of "Prefumo Creek Bicycle and Pedestrian Bridge,
Specification No. 90806."
2. Approve the transfer of $39,239 from the construction phase to the design phase of this
project to support these services.
DISCUSSION
The Oceanaire neighborhood is the location of the C.L. Smith Elementary School and the Laguna
Lake neighborhood has Laguna Lake Middle School. Currently, the only connection between the
Oceanaire and Laguna Lake neighborhoods is Los Osos Valley Road, a heavily-traveled four lane
arterial street. Students in one neighborhood attending a school in the other neighborhood must
walk, bicycle or be driven by a parent on Los Osos Valley Road in order to get to school or return
home. The school district does not provide school bus service within a two mile radius of the
schools. This situation has created safety concerns for students on foot or on bicycle that have to
confront a fast and heavy traffic volume along Los Osos Valley Road. Students who are driven
to school to be dropped off or picked up contribute to an already congested traffic problem.
In 2006, transportation staff applied for and was awarded a State Safe Routes to School Grant of
$798,600. The grant is a fully reimbursable award through the State with no matching
requirement of the City. To date, no funds have been encumbered from the grant. This grant
will provide for the installation of a pedestrian/bike bridge across Prefumo Creek, creating a safer
link between the two neighborhoods. Starting from Oceanaire Drive, the Class I bicycle and
pedestrian path will run through an access easement at the Windemere Condominiums, span
across Prefumo Creek with the new bridge, enter into Vista Lago Park and end at Vista Lago
Street (Attachment 1). Currently, a Tract Map indicating the access easement through the
Windemere Condominiums property has been completed and is awaiting final approval. Wallace
Group of San Luis Obispo is currently providing engineering services for the City and the
Windemere Homeowners Association with the legal documentation for the access easement.
This route will provide a safe means for students to get to either neighborhood school. In
addition, it is anticipated to increase the number of students walking or bicycling to school,
resulting in fewer vehicular trips to the schools and less traffic congestion on Los Osos Valley
Road.
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Prefumo Creek Bicycle and Pedestrian Bridge Page 2
Staff recommends retaining the design services of Wallace Group. With the purchase order
approval, the consultant will address environmental requirements of jurisdictional agencies, and
prepare the plans and specifications for the installation of the bridge and bicycle path, as well as
handle the access easement process with the Windemere Condominiums, which is currently
being implemented. To address the significant number of construction projects associated with
the 2007-09 Financial Plan, the City has established pre-qualification contracts with three
consultants to provide design services for architecture, engineering and landscape architecture
projects. Wallace Group was selected as the pre-qualified engineering design consultant and is
the only consultant presently on the list for the City as part of our efforts to make use of Measure
Y revenues.
CONCURRENCES
The project has the concurrence of Caltrans and the San Luis Obispo Council of Governments
(SLOCOG). Staff is working closely with the Windemere Condominium HOA on their
processing and approval of their tentative map, as well as coordinating the project and the access
easement needed for the bridge.
FISCAL IMPACT
This project was approved in the 2007-09 Mid-Year Financial Plan (pages C-32 through C-36).
The project budget provides $33,000 for environmental review and design services in 2007-08,
$753,500 for construction and $12,100 for construction management in 2008-09.
The proposal from Wallace Group for design services is more than double the design budget for
this project but reflects an acceptable portion of the construction cost (Attachment 2). 10% of
the construction cost is a typical design fee for a project of this size and complexity and the
initial design estimate for this project was underestimated. Design service costs are significantly
impacted by the level of geotechnical evaluation required for this sensitive project site. Staff is
requesting that funds in the amount of$39,329 be transferred from the construction phase to the
design phase. Staff will seek reimbursement from the Safe Routes to School Grant funding to
help support the additional costs in design services.
Project Funding Source
Adopted Environmental & Design Budget(07-08 FY): $ 33,000
Consultant Proposal: $ 72,239
Additional Design Funding Needed: $ 39439
Adopted Construction Budget(08-09 FY): $ 753,500
Transfer to Design: $ (39,239)
Total Construction Budget Remaining: $ 714,261
C 1- 2
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Prefumo Creek Bicycle and Pedestrian Bridge Page 3
Staff has also identified that the construction management budget is currently underfunded.
Historically, construction management services are typically 15% of the total construction costs.
This would indicate a required budget of$102,750. The 2007-08 Mid-Year Financial Plan has
allocated $12,100, leaving a shortfall of$90,650. Additional funding may be required in order to
achieve the necessary 15% of the construction budget.
Adopted Construction Management Budget: $ 12,100
Required 15%CM Budget: $ 102,750
Estimated CM Funding Needed: $ 90,650
The true impact of construction management services on this budget will not be known until the
design is completed and the project construction costs can be reasonably estimated. In the event
that project construction is less than anticipated, the overall project budget will more than likely
be sufficient to cover both construction and construction management costs. If the project
construction costs are more than the budget, it will likely require additional funding and Council
consideration.
While adjustments to the project cost were made to account for inflation, the current spike in fuel
and materials costs could not have been anticipated. Additional funding will more than likely be
needed. Until the design phase determines a bridge type based on the location, soil conditions,
stream conditions and other various factors, an accurate construction cost estimate cannot be
made. Based on preliminary estimations, additional funding for construction, including
construction management, could range from $75,000 to $100,000.
ALTERNATIVES
Deny the purchase order. Wallace Group has a contract in place as the pre-qualified engineering
consultant for the City. They have already made site visits and attended meetings regarding the
bridge project, are familiar with the project goals and have developed some preliminary solutions
to the issues at the bridge site. Denying the purchase order will require obtaining a proposal from
another engineering consultant and obtaining qualifications and insurance information, resulting
in delays to the design and construction schedules for this project and may or may not be any less
expensive. Additionally, this project is funded with a State Safe Routes to School Grant which
comes with a time limitation for completion of construction. If the project does not meet that
deadline, grant monies could be revoked.
ATTACHMENTS
1. Vicinity Map
2. Consultant Proposal, Wallace Group
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® Attachment 2
Proposal for Pathway Connecting Oceanaire Drive and Vista Lago Across Prefumo Creek,
City of San Luis Obispo
P008-3213
1 PROJECT UNDERSTANDING
This federally funded Safe Routes to School Program project is intended to provide a vehicle free connection
between Oceanaire Drive and Vista Lago across Prefumo Creek.Pursuant to the meeting between Wallace Group
and the City of San Luis Obispo on February 12,2008;the project will include:
1. A paved bike trail that runs:
a. Adjacent to the northeast property line of W ndemere Condominiums between Oceanaire Drive and
Prefumo Creek The path will adhere to Class I bike trail standards where possible,but is expected to
narrow down to a 4-foot width at select locations to stay within the easement area.A small retaining wall
is required to accommodate thegrade changes between the Windemere Condominium property and the
property located northeast of the property line.An existing storm drain inlet and asphalt concrete dike
will also need to be relocated and/or redesigned to accommodate the path.Existing curb,gutter and
sidewalk on Oceanaire Drive will be removed and replaced with a ramp to better facilitate bicycle traffic.
A curb ramp to the parking lot may also be necessary to provide ADA access to the bridge from the
parking lot.The cherry trees will be removed,but other trees are to remain and will be pruned as
necessary to accommodate pedestrian and cycling vertical clearances.
b. From a Prefumo Creek Bridge landing south of the creek,to an approximate 180-foot long,8-foot wide
clear span bicycle/pedestrian bridge crossing over Prefumo Creek with at least 1-foot clearance over the
100-year water surface elevation.The bridge specified will be a weathered steel capstone modified or
keystone bow truss with a half-through poney-H section truss configuration,have an ironwood or
concrete deck type and rub and horizontal safety rails.The bridge will be specified to allow lighting at the
base of the safety rail of the structure to avoid casting large shadows and generating glare typically
associated with overhead lights.
c. From a Prefumo Creek Bridge landing north of the creek to a Class I bike trail running from Prefumo Creek
to Vista Lago across city-owned Vista Lago Park.The 8-foot wide paved Class I bike.path will provide two,
two-foot wide grassed shoulders through the park area and will require relocation of at least one picnic
table and replacement of an existing curb,gutter and sidewalk with a ramp to facilitate bicycle traffic.
2. Relocation of two existing visitor parking spots on the Windemere Condominiums property.It is anticipated
that a small retaining wall will be required to accommodate the parking in the new location.Striping
consistent with existing Windemere visitor parking spots will also be required.
3. An evaluation and coordination of potential utility conflicts within the bike trail improvement area,Including
PG&E,cable tv,gas,irrigation and phone services.
4. Coordination with the City Traffic Engineer,the City Environmental Manager,the City Public Works Project
Manager and Caltrans Local Assistance for environmental permitting,route selection confirmation and plan
and specification review.
2 SCOPE OF SERVICES
Task 1 Project Management and Meetings
Wallace Group will provide day-to-day project management and coordination necessary to conduct the work.
Wallace Group will also attend and prepare meeting minutes for the following meetings:
• Project Field Meeting with Caltrans
• Project kick-off meeting
• Follow-up field review meeting
• 10%design review meeting
'L
r I
Attachment 2
Proposal P008-3213
City of San Luis Obispo
March 21,2008
• 50%design review meeting
• 90%design review meeting
Deliverable:
• Meeting minutes for the 10%,50%and 900k design review-one hard copy and electronic copy(in.pdf
format)for each meeting
• Correspondence
Task 2 Topographical Survey and Map(1 inch=30 feet)
Wallace Group will identify the property line and easement lines along Windemere Condominiums'northwest
property line.
We will provide a 40-foot wide strip of topographical survey(10 feet on each side of the proposed alignment
shown in attachment A)from Oceanaire to the bridge landing on the south,from the bridge landing on the north
to Vista Lago.Within the survey area,all surface improvements(gutter flow line,top of curb,back of sidewalk,
utility valves,fences,light posts,concrete pads,etc.)will be located and identified.
Within the 40-foot width along the alignment within the creek area,we will identify all trees greater than 6 inches
DBH and locate the ordinary high water mark.Greater detail will be provided of the terrain at the bridge landing
and at the new visitor parking space area.
We assume that the survey monuments shown on the recorded map existand that no material discrepancy will
occur and that the legal description and exhibit is done outside of this contract.
Deliverable:
• The Topographic Map along with an electronic file.in AutoCAD LDT3 will be provided
Task 3 Design
To adhere to Load and Resistance Factor Design Bridge Design Specifications(with Caltrans Amendments),
Caltrans'Highway Design Manual and to complete the Caltrans"Location Hydraulic Study Form"and"Summary
Floodplain Encroachment Report"forms,the following studies will be performed:
Water Surface Elevation:The approximate water surface elevation at Prefumo Creek bridge location will be
calculated for the 100-year storm return using FlowMaster software,existing channel surveys(conducted by
Wallace Group in 2006 for sediment/silt removal activities)and published tributary flow data.The.more
conservative value between the calculated water surface elevation using FlowMaster and FEMA's published water
surface elevation will be used to determine the minimum low chord elevation.The minimum low chord elevation
will be one foot above the selected 100-year storm return water surface elevation.
Scour Calculation:A velocity profile at the location of the bridge structure will be used to determine the abutment
offset necessary to avoid embedding the abutments below the scour elevation.This may necessitate a longer
bridge span than the 180-foot span originally specified in the SRTS grant application.
Geotechnical Evaluation:The retaining wall and bridge abutment design will be based on a review of the
geotechnical study,intended to fulfill the requirements of the Caltrans Guidelines for Structures Foundation
Reports.The study will address both active,passive and at-rest pressures for both native soil and engineered fill
for both drained and undrained conditions and include
• Grading criteria,including recommendations for backfill preparation and over-excavation and
preparation below wall footings
2
WALLACE GROUP
CAttachment 2
ProposalP008-3213
City of San Luis Obispo
March 21,2008
• Types and depths of foundations
• Slab-on-grade design criteria
• Maximum allowable bearing capacities
• CBC seismic criteria for use in foundation design
• Estimated total and differential settlement
• Retaining wall design criteria(active,passive,at-rest and seismic pressures,for level and sloping
conditions)
• Resistance to lateral loads(friction factor)
• Unit weight of soil
• Depth to ground water
• AC Pavement Section
• Drainage requirements around Improvements
Electrical.Bridge lighting design and control in accordance with Title 24 lighting energy documentation forms
(required for exterior lighting systems).Site electrical will be performed by a sub consultant and Include:
• Lighting specification/fixture schedule
• Branch circuiting and lighting controls
• Power single line diagram and distribution system
• Electrical Calculations(load,voltage drop,short circuit)as required.
• Device Layout,circuiting and panel schedules
• Coordination with PG&E utility service planner and facilitate utility application process
• Describe new PG&E service on site distribution to meter pedestal and directed by PG&E during design
• Bridge lighting design and control
• Title.24 lighting energy documentation forms as required for exterior lighting
Task 4 Prepare Plans,Specifications and Estimate
Wallace Group will prepare the Plans,Specifications and Estimate package for the construction of the Safe Routes
to School project based on the City's established federally funded boiler-plate.The Bike Path Project will be
designed in accordance with Local Assistance Program Chapter 24,"Safe Routes to School"Guidelines.
Construction drawings are anticipated to consist of 7 sheets total as follows:
• Cover Sheet with notes and key map(1 sheet)
• Plan and Profile Sheet depicting the pathway improvements,including access points at Oceanaire,Vista
Lago and the Windemere Condominium parking area(1 sheet)
• Grading plan(included on the Plan and Profile sheet)
• Striping plan(included on the Plan and Profile sheet)
• Wall Profile 0 sheet)
• Pedestrian Bridge Details(1 sheet)
• Storm drain design(included on the Plan and Profile sheet)
• Trail layout and amenities such as signage and bollards as needed,fencing,etc.(included on the Plan and
Profile sheet)
• Construction Details(2 sheets total)
• Bridge lighting and electrical service plan(1 sheet)
Deliverables:
• 50%and 90%Engineer's Opinion of Probable Construction Cost,one hard copy and electronic copy(in
.pdf format)
• 10%Design Plans and Outline Specifications,two full-size sets,four half-size sets
3
WALLACE GROUP
� Attachment 2
Proposal P008-3213
City of San Luis Obispo
March 21,2008
• 50%Design Plans and Outline Specifications,two full-size sets,four half-size sets
• 90%Design Plans and Specifications,two full-size sets,four half-size sets
• Final Plans and Specifications,one full-size Mylar reproducible set,one set"camera-ready"project
specifications(and on CD upon request)
Task 5 Environmental and Architectural Review Commission
Wallace Group will provide technical support and attendance at meetings with regulatory representatives and
with the Architectural Review Commission(ARC),For ARC,we will prepare a color illustrative of the design based
on City-identified pathway alignment and using existing Wallace Group channel surveys(based on existing
Wallace Group survey completed for the City's sediment/silt removal project in 2006)and City aerial photos of the.
site.
We will coordinate with Caltrans Local Assistance personnel,including scheduling and attending the preliminary
field review,completing the preliminary environment study(PES)form and scheduling the required technical
studies and analysis.
Deliverables
• One representative at field meeting with agencies and at ARC meetings
• One 24"x 36"illustrative of the design for use at ARC meetings
• Two 11"x17"plan and profile sheets suitable for use in environmental permit applications
3 TO BE PROVIDED BY THE CLIENT
Federal Funded Project Special Provision Boiler Plate for City projects
4 ITEMS NOT INCLUDED IN SCOPE OF SERVICES
• Landscaping and irrigation plans.
• Production of bid sets
• Any bid or construction phase services
• Right-of-way acquisition services
• Record of Survey Map
• Corner Record Preparation
• Setting/replacing survey markers
5 PROJECT SCHEDULE
Based upon our present workload and subject to inclement weather delays,we can schedule the survey within
two weeks of receiving your notice-to-proceed.The map would be completed approximately two weeks after the
field work has occurred.The trees are just starting to"leaf out",therefore we need to move quickly on this item
since any"holes"will soon be obscured.Our estimate may not be valid in a few weeks.
Assuming the geotechnical report is received by the end of April, 10%Design Plans and Outline provided the
second week of May.50%Design Plans and Outline Specifications can be provided within one week of receipt of
10%review comments.90%Design Plans and Outline Specifications can be provided within two weeks of receipt
of 50%review comments and all permit conditions are Identified.
The above schedule assumes no significant re-design is directed as a result of ARC input.
4
WALIACE GROUP
Attachment 2
Proposal P608-3213
City of San Luis Obispo
March 21,2008
6 PROJECT FEES
Wallace Group will perform the services denoted in Tasks 1 through 4 in accordance with the Schedule of Fees
agreed upon in the Master Services Agreement.These services will be invoiced monthly on an accrued cost basis,
and our total fees,including reimbursables,will not exceed our estimated fee of$67,239 without receiving
written authorization from the Client.
The estimated fee assumes:
The ARC direction is given prior to completion of substantial design effort or that the ARC direction contains
no significant deviances from previously specified City direction.
• Meetings beyond the five listed above are provided through Task 5.
• No traffic,noise,air quality,hazardous materials/hazardous waste,historical.structures,archaeology or
biological resources studies will be required.
Wallace Group will perform the.services denoted in Task 5 on a time and materials basis.For budgeting purposes,
our preliminary estimate is that our fees will be between$2,000 and$5,000.These.services will be invoiced
monthly on an accrued basis in accordance with the attached.Schedule of Fees(Exhibit B).
Wallace Group can also prepare a Legal Description and.Exhibit on a portion of Winde_ mere Common Area Lot 1
for the trail easement for an additional$675.
At your request,additional services to the5cope of Services will be performed by Wallace Group following the
signature of a Contract Amendment,per the City's standard Agreement/Amendment format.
7 TERMS AND CONDITIONS
In order to ensure a clear understanding of all matters related to our mutual responsibilities regarding this
proposal,the Master Services Agreement dated March 8,2007 are considered a part of our proposal.If this
proposal meets with your approval,please sign where indicated and return one original to our office,which will
serve as our notice-to-proceed.This proposal is valid for 60 days from the date of the document.
TERMS AND CONDITIONS ACCEPTED:
WALLACE GROUP,a California Corporation City of San Luis Obispo
Sig] at a Signature
Craig A.Campbell,PE 34405
Printed Name Printed Name
Principal
Title Title
March 21,2008
Date Date
tag:P008-3213,60
Attachments:A and B
S
WALLACE GROUP