Title
Adopt a Resolution to Approve and Authorize Amendment No. 2 to a Consultant Services Agreement with McGuire & Hester for the Demolition and Removal of the Haas Avenue Pedestrian Bridge and Other Debris in the Amount of $136,268.17 for a new Total Not-To-Exceed Amount of $363,768.17
Staffreport
COUNCIL PRIORITY
• Public Safety
• Infrastructure
SUMMARY
The attached resolution approves and authorizes the City Manager to execute Amendment No. 2 to a Non-Professional Services Agreement (NPSA) with McGuire & Hester for additional scope and fee to complete the removal and demolition work at the site of the pedestrian bridge that connects Haas Avenue to Cary Drive.
RECOMMENDATIONS
Staff recommends that the City Council adopt a resolution to approve and authorize the City Manager to execute Amendment No. 2 to a NPSA with McGuire & Hester for the Hass Avenue Pedestrian Bridge removal and demolition project.
BACKGROUND
In March 2023, three eucalyptus trees fell into the San Leandro Creek, destroying the pedestrian bridge that links Haas Ave and Cary Drive. In September 2023, a time and materials emergency contract was awarded to McGuire & Hester for demolition and removal services at the site. Also in September 2023, Amendment No. 1 to extend the term of the agreement with McGuire & Hester was executed.
The fallen trees and pedestrian bridge were removed from the creek, the site was regraded, erosion control and groundcover were installed on the hillsides, the roadway was graded, fencing, vehicle, and pedestrian barriers were installed, and a formerly buried storm drain manhole was restored and cleaned out. The City will repave the roadway and plant trees to replace those damaged by the work shortly; the City will be responsible for the health of the replacement trees and groundcover for a period of 10 years.
Analysis
The contract with McGuire & Hester is for actual costs on a time and materials basis with an estimated cost of $227,500. The original estimate includes 8 items of work: 1. Mobilization, 2. Dewatering, 3. Initial Grading, 4. Removal and Replacement of the metal beam guard rails, 5. Removal and Replacement of the fencing, 6. Removal of the fallen trees and bridge, 7. Site cleanup, and 8. Slope restoration. Work items 2 and 8 had significant cost overruns and four additional work items were added to complete the work.
The cost of work item 2, Dewatering, was over budget by $26,903 because additional work was done to shield the neighborhood from generator noise and to dewater the site multiple times after the generator was turned off outside of work hours by unknown persons. The cost of work item 8, Slope Restoration, was over budget by $48,374 because the extent of the damage to the slope was hidden by the fallen trees and bridge and could not be determined at the time of the original estimate.
The following items were not included in the original scope of work and were added to provide a complete project. Erosion control and replanting of the rebuilt slopes is required for the long-term stability of the site at a cost of $38,803. Regrading the roadway where the contractor performed demolition work is required due to the poor condition of the pavement before work began at a cost of $16,052. A steel tubular barrier was added where the sidewalk on Cary Drive ends at the top of the creek bank to block pedestrian access at a cost of $2,347. A buried storm drain manhole was uncovered and found to be filled with rubble. This manhole was restored to functioning condition at a cost of $15,466.
Attachment B contains a table showing estimated and actual costs for all work items; the sum of all actual costs is $136,268 greater than the current contract.
Staff is working with the Federal Emergency Management Agency (FEMA) to obtain reimbursement for the demolition work. Work not directly related to demolition including repair of the roadway and storm drain manhole, replacement of fencing and guardrails, and ongoing monitoring of vegetation is not eligible for FEMA funding.
Previous Actions
On September 5, 2023, by Resolution No. 2023-121 the City Council awarded an emergency contract to McGuire and Hester for the project.
On July 15, 2024, by Resolution No. 2024-096 the City Council approved amendment 2 to a CSA with Terraphase Engineering, Inc. for the project.
Environmental Review
This work is categorically exempt from environmental review per CEQA Guidelines Section 15301 because the bridge is an existing facility and there is no expansion of use.
Financial Impacts
The total cost of the demolition project is estimated to be $575,000. Sufficient funds are included in the Fiscal Year 2024-2025 General Fund budget for this work:
• General Fund, Account 010-38-903 $650,250
This Council action will not impact fund balance because there are funds available in the FY2024-2025 adopted budget. Additionally, approximately $500,000 of the project costs are anticipated to be reimbursed by the Federal Emergency Management Agency.
ATTACHMENTS
A: Reso for McGuire & Hester Amendment #2
B: Amendment #2 Scope and Compensation Schedule
C: Original NPSA with McGuire & Hester
D: Amendment #1 with McGuire & Hester
PREPARED BY: Sarah Holguin, Administrative Specialist III, Public Works
Nick Thom, Assistant Public Works Director