Title
Adopt a Resolution to Authorize the City Manager to Approve a Contractual Services Agreement with MNS Engineers, Inc. in the amount of $407,197 for Professional Design Services in support of the Cary-Haas Pedestrian Bridge Replacement, Project No. 2024.1010; to Negotiate and Approve Individual Contract Amendments up to 10% ($40,700) of the Original Contract Amount; and to Negotiate and Approve Contract Amendments up to a Cumulative Value of 25% ($101,800) of the Original Contract Amount
Staffreport
COUNCIL PRIORITY
• Infrastructure
• Sustainability and Resiliency
SUMMARY
Award of this Consulting Services Agreement would provide for Professional Design Services in support of the construction of a replacement bridge over San Leandro Creek connecting Cary Drive and Haas Avenue.
RECOMMENDATIONS
Staff recommends the following actions:
• Approve and authorize the City Manager to execute a Consulting Services Agreement with MNS Engineers, Inc. in the amount of $407,197
• Authorize the City Manager or her designee to negotiate and approve individual contract amendments up to 10% ($40,700) of the original contract amount; and
• Authorize the City Manager or her designee to negotiate and approve cumulative contract amendments up to 25% ($101,800) of the original contract amount
BACKGROUND
In March 2023 a severe storm event caused fallen trees to severely damage the pedestrian bridge over San Leandro Creek connecting Cary Drive and Haas Avenue. For 60 years, the Cary Drive-Haas Avenue pedestrian bridge served as a link between neighborhoods and provided a path of travel for pedestrians to/from Bancroft Middle School, Memorial Park, San Leandro Main Library, and many retail businesses. In December 2023, the City secured environmental clearance and regulatory permits to demolish and remove the damaged bridge structure from San Leandro Creek. Demolition work on the bridge was recently completed in September 2024.
Also in September 2024, the City Council accepted a $5,000,000 contribution from an anonymous donor towards the design and reconstruction of the Cary-Haas Bridge. Accepting this donation allowed the City to more expeditiously proceed with the solicitation of a consultant team to design a replacement bridge, as without the donation, the City would need to either use general funds or seek outside grants to cover the cost of the project.
Analysis
In accordance with the City’s Purchasing Rules and Regulations, staff prepared and initiated an open and competitive Request for Proposals (RFP) for professional design services for the Cary-Haas Bridge Project. The RFP solicited a single consultant team to prepare the environmental clearance document and detailed design for a replacement pedestrian bridge over San Leandro Creek connecting Cary Drive and Haas Avenue. The RFP specified that consultant selection would be made based on quality and completeness of submissions as well as a firm’s experience with projects of similar scope and complexity, satisfaction of previous clients, and proposed rate schedules.
Staff received a total of four proposals and evaluated and ranked them based on completeness and responsiveness to the RFP. Based on the initial review of the proposals received, staff invited two firms to be interviewed by the City’s project team, consisting of the City Engineer, Engineering Manager, and Project Manager. The two firms invited to the interviews were:
• MNS Engineers
• OPAC Consulting Engineers
At the conclusion of the interviews, staff selected MNS Engineers as the recommended consultant based on their experience with projects of similar scope, demonstrated ability to develop and deliver bridge designs in line with the project budget, and satisfaction of previous public municipality clients. MNS Engineers’ rates were also comparable to those presented in the other responding proposals and their overall fee was the lowest of the four received.
Development of preliminary designs for the Cary-Haas Pedestrian Bridge is anticipated to begin shortly after an agreement is executed with the selected consultant. Design of the bridge will focus on enabling construction to occur in the most expedient manner to reestablish pedestrian access between the surrounding neighborhoods, schools and library. Staff anticipate presenting the preferred design concept to City Council for consideration during the second quarter of 2025. Construction is anticipated to begin in Summer 2026, pending the completion of required environmental studies, obtaining permits from all applicable regulatory agencies, and securing the necessary access rights from affected property owners, including the San Leandro Unified School District and the Alameda County Flood Control District.
One of the initial tasks for the project will be to determine if the existing bridge abutments may be used to support the replacement pedestrian bridge, as doing so would help minimize project costs and accelerate the project schedule. To account for the possibility that the existing bridge abutments cannot be reused, staff requests that the City Council authorize the City Manager or her designee to negotiate and approve individual amendments to the contractual service agreement up to 10% ($40,700) of the original not-to-exceed amount to avoid potential project delays and ensure that the scope of work is adjusted as needed to reestablish this important pedestrian link. Similarly, staff request authority to negotiate and approve cumulative amendments to the contractual services agreement up to 25% ($101,800) of the original not-to-exceed amount. This allowance will facilitate efficient completion of the project on budget and on schedule.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure
Previous Actions
• On September 5, 2023, the City Council by Resolution No. 2023-121 awarded an emergency construction contract for the demolition and removal of the Cary-Haas Pedestrian Bridge
• On September 3, 2024, the City Council by Resolution No. 2024-114 accepted a Letter of Intent to Donate and authorized the expenditure of funds in the amount of $5,000,000 to aid in the replacement of the Cary-Haas Pedestrian Bridge
Environmental Review
• A California Environmental Quality Act (CEQA) review will be completed as part of the design phase of the Project
Legal Analysis
The City Attorney reviewed and approved these documents and agreements as to form. The consultant has agreed to the terms of the agreement.
Financial Impacts
The project cost is estimated as follows:
Emergency Demolition Work (Completed) $ 250,250
Design, Bid & Award (with contingency) $ 509,000
Construction Contract (estimated) $3,000,000
Construction Management & Inspection (estimated) $ 360,000
Construction Contingencies (estimated) $ 300,000
Total $4,419,250
Sufficient funds are available in the Fiscal Year 2024-2025 budget for design services.
• General Fund-Capital Improvements, Account 010-38-903
• Capital Improvement Projects Fund, Account 210-38-904
This Council action will not impact fund balance because funds have previously been appropriated, including City Council acceptance of a $5,000,000 donation to aid in the replacement of the Cary-Haas Pedestrian Bridge with Resolution No. 2024-114.
ATTACHMENTS
A: Resolution approving CSA for Design Services with MNS Engineers, Inc.
B: CSA Scope of Work
C: CSA Compensation Schedule
PREPARED BY: Jayson Imai, City Engineer, Public Works Department