CONSENT CALENDAR Agenda Item No.: 7d CC Mtg.: 02/23/2016

DATE: February 112016

TO: Mayor and City Council Members

FROM: Public Works and Community Development Department

SUBJECT; RESOLUTION NO. 9721 - A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT FOR CONSULTING SERVICES WITH DOKICEN ENGINEERING FOR ENVIRONMENTAL MONITORING AND DESIGN SUPPORT FOR THE RAINBOW BRIDGE MAINTENANCE PROJECT, PROJECT NO. 2389

BACKGROUND/ISSUE

City Council has previously approved the Program Supplement Agreement No. 24-N with Caltrans to fund the Rainbow Bridge Maintenance Project Design at the August 27, 2013 meeting. Subsequently, City Council authorized a consulting services contract with Dokken Engineering for the design of the Rainbow Bridge Maintenance Project.

Completed in 1917, the Rainbow Bridge serves approximately 24,000 vehicle trips per day. The proposed maintenance project will extend the useful life of the structure by completing the following repairs: Concrete Spa11 Repair; Rock Pocket and Crack Repair; Barrier Rail Repair; Joint Repair and Seal Placement; and Resurfacing of Bridge Deck.

Through the environmental process with Caltrans several environmental issues were identified in the technical studies. Dokken Engineering, having been previously retained for engineering design, assisted Caltrans with the technical studies which identified bats, swallows and the elderberry beetle as protected species to be monitored. The Dokken Engineering biologist will monitor the project interaction with the protected species and the engineers will provide design support and as-built plans for the project.

POLICY/RULE

Section 2.36.080 of the Folsom Municipal Code states, in part, that contracts for supplies, equipment, services, and construction with an estimated value of $54,883 or greater shall be awarded by the City Council.

ANALYSIS

In 2013, Dokken Engineering was awarded the contract to provide preliminary engineering and design for the Rainbow Bridge Maintenance Project. As the Engineer of Record and provider of technical environmental studies for the Caltrans National Environmental Policy Act (NEPA) Categorical Exclusion, a Request for Proposals for the environmental monitoring and design services was not issued.

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Staff Report Page No. 1 of 9

Dokken Engineering provided a proposal for the environmental monitoring and design support services in the amount of $50,695. The proposal was reviewed by Public Works staff and determined to be reasonable.

FINANCIAL IMPACT

This project is funded by the Highway Bridge Program (HBP), Bridge Maintenance Fund from which the City will be reimbursed 88.53% of the project cost, the required match will be local funding. Authorization to proceed with construction was received by Caltrans in July of 2015 from Caltrans per an Amendment Modification Summary (E-76). Receipt of the E-76 authorized the use of HBP funds for the construction of this project in the amount of $737,012 with Local Match of $95,488 for a total project budget of $832,500 for both construction and construction engineering. The budget from Caltrans will be amended to reflect the actual requirements for Construction $861,238, and Construction Engineering/Environmental Monitoring, $213,715 for a total project cost of $1,074,953.95.

The Rainbow Bridge Maintenance Project was included in the FY 2015/16 Public Works Capital Improvement Plan budget, however, it was anticipated the project would not begin until FY 2016/17. The Council approved project budget is $1,387,500 and the current balance available is $1,179,382. Staff is requesting the project budget be moved to FY 2015/16 to enable the project to begin in March 2016. The project budget will also need to be revised for the amount funded by the grant ($1,355,000 to $1,074,954) and funded by the Transportation Improvement Fund (Fund 446) ($32,500 to $312,546). The total project budget of $1,387,500 will not change. Sufficient funds are available in the Transportation Improvement Fund (Fund 446) to enable the project date to begin in FY 2015/16.

ENVIRONMENTAL REVIEW

As part of the Caltrans review and authorization to begin construction, this project was deemed categorically exempt from the California Environmental Quality Act (CEQA) environmental review and compliant with a National Environmental Policy Act (NEPA) Categorical Exclusion prepared by Caltrans.

ATTACHMENTS

1. Resolution No. 9721 - A Resolution Authorizing the City Manager to Execute an Agreement For Consulting Services with Dokken Engineering for Environmental Monitoring and Design Support for the Rainbow Bridge Maintenance Project, Project No. 2389.

2. Dokken Engineering Proposal and Scope of Work

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Staff Report Page No. 2 of 9

RECOMMENDATION/CITY COUNCIL ACTION

The Public Works Department recommends that the City Council pass and adopt Resolution No. 9721 - A Resolution Authorizing the City Manager to Execute an Agreement For Consulting Services with Dokken Engineering for Environmental Monitoring and Design Support for the Rainbow Bridge Maintenance Project, Project No, 2389.

Submitted,

David E. Miller, PUBLIC WORKS/COMMUNITY DEVELOPMENT DIRECTOR

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Staff Report Page No. 3 of 9

Attachment 1

Resolution No. 9721

Staff Report Page No. 4 of 9

RESOLUTION NO. 9721

A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT FOR CONSULTING SERVICES WITH DOICKEN ENGINEERING FOR ENVIRONMENTAL MONITORING AND DESIGN SUPPORT FOR THE RAINBOW

BRIDGE MAINTENANCE PROJECT, PROJECT NO. 2389

WHEREAS, the City of Folsom desires to perform maintenance activities on the Rainbow Bridge; and

WHEREAS, Dokken Engineering is the Engineer of Record for the project; and

WHEREAS, the environmental monitoring and design support is a component of construction engineering; and

WHEREAS, the City of Folsom has received an Amendment Modification (E-76) from Ca'trans, approving the use of $832,500 of Bridge Maintenance Funding from the Highway Bridge Program (HBP) funds; and

WHEREAS, the City of Folsom has requested an additional Amendment Modification (E-76) from Caltrans, approving an additional $277,500 of Bridge Maintenance Funding from the Highway Bridge Program (HBP) funds; and

WHEREAS, funds are budgeted and available in the Transportation Development Improvement Fund (Fund 446), in the Rainbow Bridge Maintenance Project No. 2389 for FY 2016/17, and the remaining project budget will need to be moved from FY 2016/17 to FY 2015/16, in order to begin the project in March 2016; and

WHEREAS, the agreement will be in a form acceptable to the City Attorney:

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Folsom authorizes the City Manager to execute an agreement with Dokken Engineering in the not to exceed amount of $50,695, for environmental monitoring and design support, for the Rainbow Bridge Maintenance Project, Project No. 2389.

NOW, THEREFORE, BE IT FURTHER RESOLVED that the Finance Director is authorized to move the remaining project budget from FY 2016/17 to FY 2015/16 with a total grant of $1,074,954 and the Transportation Impact Fund (Fund 246) total of $312,546, with no increase to the total project budget of $1,387,500.

PASSED AND ADOPTED on this 23' day of February 2016, by the following roll-call vote:

AYES: Council Member(s):

NOES: Council Member(s):

ABSENT: Council Member(s):

ABSTAIN: Council Member(s):

Stephen E. Miklos, MAYOR ATTEST:

Christa Saunders, CITY CLERK Resolution No. 9721 Page 1 of

Staff Report Page No. 5 of 9

Attachment 2

Dokken Engineering Proposal and Scope of Work

Staff Report Page No. 6 of 9

a Traastwriation Solutions from Coneqt to Construction

DOKKEN ENGINEERING

February 2, 2016

Mr. Brian Reed, P.E. Associate Civil Engineer City of Folsom 50 Natoma Street Folsom, CA 95630

RE: Scope and Fee to Provide Construction Support for the Rainbow Bridge Maintenance Project

Dear Mr. Reed:

Dokken Engineering (Dokken) is pleased to submit our scope and attached fee to provide engineering and environmental construction support for the Rainbow Bridge Preventative Maintenance Project.

The scope for construction support is as follows:

Task 1— Engineering Construction Support

Task 1.1 Preconstruction Meeting and Progress Meetings Dokken will attend the preconstruction meeting. As requested, Dokken will also attend meetings with the contractor.

Task 1.2 Review Contractor Submittals Dokken will review and approve contractor submittals. Submittals may include, but are not limited to, temporary access and containment system, materials, traffic handling plans, and repair methodologies.

Task 1.3 Site Observation/Visits Dokken will be available to observe and approve proposed spa II and crack repair limits, repair methodologies, and other construction activities. Spa II and crack limits will be identified by the contractor and approved by the Engineer and Dokken.

Task 1.4 Prepare As-built Plans After construction is complete, Dokken will prepare a set of Record (As-Built) Drawings based on field set of redline drawings provided by the Engineer.

Task 2— Environmental Construction Support

Task 2.1 Preconstruction Surveys If a shrub or tree must be removed during the breeding season (February 15 th — September 15 th), Dokken will conduct pre-construction surveys for nesting birds within 7 days prior vegetation removal If an active nest is discovered during this period, a minimum 100 foot no-disturbance buffer will be established to limit the impacts of construction activities. The no-disturbance buffer will remain in place until a Dokken biologist determines that the young have fledged.

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110 Blue Ravine Road, Suite 200, Folsom, CA 95630 • Tele: 916 858-0642 • Fax: 916 858-0643 • www,dokkenengineering.com

Staff Report Page No. 7 of 9

igl Transportation Solutions_(rom Concept to Construction

DOKKEN ENGINEERING

Task 2.2 Bat and Swallow Exclusion Plan and Monitoring Dok ken will review the contractor developed bat exclusion plan, and assist the City in obtaining approval from the California Department of Fish and Wildlife. Dokken will monitor implementation of the exclusionary plan and placement of bat exclusionary devices to the bridge structure. Bat eviction monitoring services will be provided to ensure bat exclusion is appropriately and effectively implemented.

Dokken will monitor swallow exclusionary measures.

Task 2.3 Monitoring of Elderberry Shrubs Dokken will review and approve elderberry shrub protective measures proposed by the contractor, and monitor implementation of the protective measures.

Task 2.4 MMRP Compliance

Dokken will implement and/or ensure compliance with measures of the project's Mitigation Monitoring and Reporting Program (MMRP). The MMRP is a compilation of agency permit and Environmental Document commitments that the City is obligated to implement in order to receive project approval. The MMRP includes water quality protection measures, avoidance of hazardous materials, air quality standards and local noise ordinances, and protections for biological resource compliance. Dokken will make regular project site visits to ensure compliance with the MMRP.

Dokken will update the MMRP to include all regulatory permit and environmental document commitments which will be signed off as each measure is complied. Throughout construction, Dokken will conduct periodic visits to ensure project proponents are complying with all ECR measures and will coordinate with the Resident Engineer to remediate any potential incompliance. At project completion, the bound and signed MMRP document will be provided to the City as a record of project compliance.

Task 2.5 Environmental Awareness Trainings

Prior to the onset of work, Dokken will conduct environmental resource trainings to inform project proponents and personnel of pertinent commitments outlined in the MM RP. Trainings will include specific project information for each resource and will be given in accordance with the appropriate agency standards. A training video can also be provided to assist in training new personnel throughout the duration of the project.

Should you have any questions regarding this scope and fee, feel free to contact me at (916) 858-0642 or tosterkamp@dokkenengineering.com.

Sincerely,

DOKKEN ENGINEERING

Timothy Osterkamp, P.E. Project Manager

attach

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110 Blue Ravirte Road, Suite 200, Folsom, CA 95630 • Tee: 916 858-0642 • Fax 916 858-0643 • www.clokkenenglneerIng.com

Staff Report Page No. 8 of 9

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;188.58 $180.93 $124.39 $181.14 ;228.16 $212.03 $132.97 $79.16

CONSTRUCTION SUPPORT - RAINBOW BRIDGE PREVENTIVE MAINTENANCE PROGRAM

' TASK 1,0 - construction Engineering Support 56 20 128 16- 18 238 31.000 338,058

1.1 Preconstrucion Pitesitng end Progress alestings 20 12 32 $5224

12 Review Contractor Submittals 18 26.\ 15 52 $5,051

1.3 Site CbssrvationsNisits 20 20 ea 15 138 11,500 e22,420

1.4 Prepare Asbullt Plans 2 16 15 $2,363

TASK 2.0 - Environmental 4. 3 23 113 138 312,637

2.1 PreconstructIon Surveys 2 8 a $741

2.2 Sal & Swallow Exclusion 1 12 Sr. 50 $4,735

2.3 Monitoring of Elderberry Shrubs 2 20 22 31,649

2.4 Mh1RP Compliance 2 5 2$ 36 52,306

2.6 Environmental Awaranoss Training' 2 22 24 52,607

TOTAL HOURS 55 20 125 16 16 3 23 113 377

TOTAL COST 516,822 53,519 $16,922 52.575 53,619 3636 53,656 39,345 $1.500 , $50,695

21212016