The existing bridge on Oak Ridge Drive over Linda creek (just north of Rampart Drive) is functionally obsolete and hydraulically inadequate. This project will remove the existing bridge and construct a longer, standard two-lane bridge with shoulders and sidewalks on both sides of the road. In addition, the project will raise the roadway and bridge profile to correct a relatively steep grade and relocate impacted utilities. Oak Ridge Drive will be closed between Rampart Drive and Vinmar Court for the duration of construction. Residents will have access at all times with detours in place.
                
In the early stages of planning for this project, the City engaged the public through a series of community meetings in 2013 and 2015. Adjacent property owners have been engaged in the project over the past several months as staff has worked with them on right of way acquisition and construction easements.  As the project moves into construction, residents and businesses will be kept informed through a variety of methods including, but not limited to: direct mail, signage, social media and email notifications. More information about the project can be found at roseville.ca.us/Oakridge.

Council awarded an agreement to Mark Thomas to provide engineering services for the design of the bridge replacement in March of 2013 and approved the first amendment to the agreement in May of 2018. Construction assistance services were not included within the scope of work of the original agreement. Staff planned to add this service via a contract amendment when the project moved to the construction phase. The second amendment with Mark Thomas will cover construction engineering and geotechnical support services during the construction of the Oak Ridge Drive Bridge Replacement Project. The current contract amount with Mark Thomas is $1,017,959 (including the first amendment). The additional $71,452 brings the total contract amount to $1,089,411 and the additional funds are included in the total cost of construction requested with this budget adjustment.

     
City Council approved the plans and specifications and authorized the call for bids at the February 5, 2020 meeting. Staff received three bids which were opened on April 28, 2020. The bid results and engineer’s estimate are as follows:
                
Bidder                                   Total Lump Sum Bid                          Total as calculated by Staff
MCM Construction                 $4,999,999.00                                   $4,999,999.00
Viking Construction                $5,069,284.50                                   $5,076,644.50
Westcon Construction            $5,154,305.95                                   $5,171,405.95
                
Engineer’s Estimate                                                                         $3,982,704.00
               
Mathematical addition errors in the bids from Viking and Westcon were noted by staff and are considered minor bid irregularities. The bid totals as calculated by staff are listed above. Staff recommends award of the project to the lowest responsive bidder, MCM Construction, Inc., in the amount of $4,999,999.00. 

The total cost for the project is:
               
Preliminary Engineering (complete)                                                   $  775,000
Right of Way (complete)                                                                        100,000

Utility Relocation by others                                                                    248,493
Construction                                                                                        4,999,999
Construction Engineering                                                                       453,331
Total                                                                                                   $6,576,823
                
The recommended budget adjustment moves existing expenditure and federal revenue budgets from the Traffic Mitigation Fund (3151), where it was inadvertently budgeted, to the Roadway Fund (3201). Additionally, this adjustment increases the expenditure and revenue budgets for construction and construction engineering, including the engineering and geotechnical support services of the amended Mark Thomas contract.

Grant revenue for the project includes funding previously programmed and awarded, funding programmed and not yet awarded, and funding in the process of being programmed (pre-programmed) and awarded.
                
The total project funding is:

HBP previously programmed and awarded                                  $1,075,000
HBP programmed, not yet awarded*                                              4,503,000
HBP pre-programmed, not yet awarded**                                         998,823
Total                                                                                              $6,576,823
                 
* Because the Federal Highway Bridge Program (HBP) is a significantly impacted program, Advance Construction (AC) authorization is required. This allows Caltrans to optimize use of their Federal Obligation Authority (OA) by waiting to award programmed funding until an agency has already begun constructing and is actively allocating resources to a project. When this project was originally programmed with the Federal Highway Bridge Program, the anticipated cost of construction was $4,503,000. Based on current OA, we anticipate being awarded the already programmed $4,503,000 from Caltrans in June of 2020.

** Because construction costs are now expected to exceed the programmed amount, staff has requested an additional $998,823 be programmed into the Federal Highway Bridge Program for funding the construction of the Oak Ridge Drive bridge. This request is in progress, so these funds are not yet programmed (pre-programmed). Staff has received verbal approval from Caltrans that the additional amount needed is for eligible (participating) expenses, and are all expected to be programmed. Obligation of those AC funds is expected by November of 2020.

In the unlikely event the City is not awarded the programmed or pre-programmed AC funds, staff will come back to Council with a recommendation for a budget adjustment using other eligible non-General Fund resources.

CHANGE ORDER AUTHORIZATION
     
During the course of a construction project, it is common to encounter unanticipated or changed conditions in the field which necessitate project additions or other changes to the project and the contract.  Change orders are participating costs that can also be programmed into and paid for by the HBP once positively quantified. Due to the complexity of this project, staff requests authorization to approve change orders in an amount not to exceed 10% of the contract price ($499,999) in accordance with the terms and conditions of the contract. Staff will come back to Council with a recommendation for a budget adjustment for actual change order expenses and federal HBP revenue increases prior to project completion.

With the exception of the $50,000 of Roadway Funds budgeted to the project to account for potential non-participating incidental costs of construction, the $6.5 million project is funded fully by the Federal Highway Bridge Program (HBP), and no General Fund resources will be spent on this project.