HomeMy WebLinkAboutStaff Report 1810City of Palo Alto (ID # 1810)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 7/11/2011
July 11, 2011 Page 1 of 5
(ID # 1810)
Summary Title: Newell Rd/San Francisquito Ck Bridge Replacement
Title: Adoption of a 1) Budget Amendment Ordinance Creating a New General
Fund Capital Improvement Program Project for Replacement of the Newell Road
Bridge over San Francisquito Creek; Adoption of Resolution Authorizing the City
Manager to Execute a Program Supplement with the California Department of
Transportation to Receive Highway Bridge Program Grant Funds for the
Replacement of the Newell Road Bridge over San Francisquito Creek;
Acceptance of Local Matching Funds in Approximate Amount of $42,000 from
the Francisquito Creek Joint Powers Authority for the Replacement of the
Newell Road Bridge over San Francisquito Creek; and Approval of the Scope of
Work for Engineering Design/Environmental Planning Consultant for Newell
Road Bridge Replacement Project
From:City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council:
1)Adopt a Budget Amendment Ordinance creating a new General Fund Capital
Improvement Program Project for the replacement of the Newell Road Bridge
over San Francisquito Creek (PE-12011) (Attachment A);
2)Adopt a resolution authorizing the City Manager or his designee to execute a
Program Supplement with the California Department of Transportation (Caltrans)
(Attachment B) to receive Highway Bridge Program grant funds for the
replacement of the Newell Road Bridge over San Francisquito Creek;
3)Authorize the receipt of local matching funds from the San Francisquito Creek
Joint Powers Authority (JPA) for the replacement of the Newell Road Bridge over
San Francisquito Creek (see letter, Attachment C); and
4)Approve the attached scope of work (Attachment D) for an engineering
design/environmental planning consultant for the replacement of the Newell
Road Bridge over San Francisquito Creek.
Executive Summary
The existing Newell Road Bridge over San Francisquito Creek is functionally obsolete
from a transportation standpoint and acts as a constriction to creek flow. Staff is
July 11, 2011 Page 2 of 5
(ID # 1810)
proposing a new General Fund Capital Improvement Program Project to replace the
existing bridge with a new structure that will improve safety for motorists, bicyclists,
and pedestrians and will allow San Francisquito Creek to convey the 1% (100-year) flow
rate. The City of Palo Alto (City) will be completely reimbursed for the engineering
design/environmental assessment phase of the project, with a Caltrans Highway Bridge
Program grant providing 88.53% of the funding and the 11.47% local match being
provided by the San Francisquito Creek Joint Powers Authority (JPA). In light of the
project’s regional benefits and impacts, staff will coordinate with representatives from
the City of East Palo Alto and the JPA throughout the implementation of the project.
The budget amendment ordinance, resolution, and agreement required for
implementation of this project are presented for Council review and approval, along
with the scope of the work for the consutant to be retained to perform the engineering
design, environmental assessment, and permitting for the project.
Background
The existing Newell Road bridge over San Francisquito Creek was constructed in 1911.
The bridge links Palo Alto with the Woodland Avenue neighborhood of East Palo Alto.
The bridge is functionally obsolete and substandard in many ways with respect to traffic
safety. The bridge’s deficiencies include its substandard width, lack of access for
bicycle and pedestrian traffic, harsh vertical profile, unsafe railings, and poor sight
distances. In addition to its traffic safety deficiencies, the bridge also creates a partial
obstruction to water flow in San Francisquito Creek because the bridge abutments are
constructed within the creek channel. The JPA and the Santa Clara Valley Water
District have analyzed the bridge as part of a preliminary study of flood control options
for San Francisquito Creek upstream of Highway 101 and have determined that the
existing bridge will need to be removed or replaced in order for the creek to
accommodate the projected 1% (100-year) flow rate at this location. Staff has been
coordinating with JPA representatives to identify a suitable mechanism for modifying
the bridge as an element of the JPA’s comprehensive flood control plan.
The Caltrans Office of Local Assistance has an ongoing program to inspect local bridges
on a regular basis and to provide grant funding to local agencies to fund bridge
replacement and rehabilitation projects. Caltrans staff inspects the Newell Road/San
Francisquito Creek bridge and other locally-owned bridges in Palo Alto on a biennial
basis and submits the inspection results to City staff for follow-up action, as needed.
Caltrans also administers a federal grant program for local bridge
replacement/rehabilitation projects known as the Highway Bridge Program (HBP).
Through the HBP, Caltrans issues grants to owners of local bridges for replacement of
structurally deficient or functionally obsolete bridges. Local agencies are eligible to
receive grants covering 88.53% of design and construction costs of eligible projects.
The local agency is required to provide the remaining 11.47% of the project costs.
Caltrans has classified the Newell Road bridge as functionally obsolete and has
identified the City of Palo Alto as the bridge owner for purposes of the HBP.
July 11, 2011 Page 3 of 5
(ID # 1810)
Staff and JPA representatives worked cooperatively to submit an HBP grant application
to Caltrans for replacement of the Newell Road/San Francisquito Creek bridge. The JPA
provided funds to pay an engineering consultant experienced with the HBP
requirements to assist with preparation of the grant application and related
documentation. The JPA has also agreed to provide the required 11.47% local
matching funds for the preliminary design (engineering design, environmental
assessment, aand permitting) phase of the bridge replacement project (see letter,
Attachment C). Staff and JPA representatives also coordinated with City of East Palo
Alto staff on the grant application, since the nothern half of the bridge and the
Woodland Avenue approaches lie within East Palo Alto. While Palo Alto staff will
manage the HBP grant and the bridge replacement project design consultant, staff
envisions the project as a joint effort between staff from Palo Alto, East Palo Alto, and
the JPA.
Discussion
Staff is recommending the creation of a new General Fund Capital Improvement
Program Project for the replacement of the Newell Road Bridge over San Francisquito
Creek, with initial funding of $360,000 for FY2012 for engineering design,
environmental assessment, and permitting. The City will be completely reimbursed for
this phase of the project, with the Caltrans grant providing 88.53% of the funding and
the 11.47% local match being provided by the JPA. It is anticipated that HBP funds will
be available to pay 88.53% of the project’s construction cost in a future budget year. A
source of the local match funding for the construction phase has not yet been
identified. The project was not included in the FY2011-16 Capital Improvement
Program budget recently approved by Council because the details of the grant funding
were not available prior to the budget submttal deadlines. In order to create the new
project, Council must adopt the attached Budget Amendment Ordinance and approve
the accompanying project description. The project will be managed by the Engineering
Services Division of Public Works, who will coordinate closely with representatives from
the City of East Palo Alto and the JPA during project design.
The City has an Administering Agency-State Agreement for Federal Aid with Caltrans
specifying the terms and conditions for receiving State-administered federal grant
funds. In order to accept the HBP grant funds from Caltrans, Council must adopt the
attached resolution authorizing the City Manager or his designee to execute a Program
Supplement amending the master agreement with Caltrans to receive the funds for the
replacement of the Newell Road Bridge over San Francisquito Creek. The Program
Supplement contains two notable provisions. First, the agreement specifies that the
City must comply with its adopted Disadvantaged Business Enterprise (DBE) program
when soliciting the services of a design consultant. The City’s DBE program requires its
prospective contractors to make a good faith effort to include qualified DBE
subcontractor firms on projects receiving federal funds. In addition, the agreement
stipulates that the City must return the HBP grant funds if the proposed bridge
replacement project is not constructed within ten years following approval of the
July 11, 2011 Page 4 of 5
(ID # 1810)
Program Supplement. While the City has not currently identified construction funding
for this project, considering the fact that the project is so highly leveraged with grant
funds (88.53% of the total cost) and that it is a critical element of the flood control plan
for San Francisquito Creek, the cities of Palo Alto and East Palo Alto and the JPA should
be highly motivated to find the remaining funds. From a technical and workload
standpoint, staff believes that it will be feasible to complete the project within the
required timeframe.
Council must also authorize the City Manager to accept local matching funds for the
replacement of the Newell Road Bridge over San Francisquito Creek. The JPA Board
has authorized the expenditure of funds for the design phase of the bridge replacement
project because the project represents an important first step in achieving flood
protection along San Francisquito Creek upstream of Highway 101. The JPA staff is
actively working with other member agencies to secure HBP grant funding for the
replacement of the other three bridges that currently constrain creek flow (University
Avenue, Pope/Chaucer Street, and Middlefield Road). For purposes of HBP funding
eligibility, Caltrans has identified the City of East Palo Alto as the owner of the
University Avenue Bridge, Palo Alto as the owner of the Pope/Chaucer Street Bridge,
and the City of Menlo Park as the owner of the Middlefield Road Bridge. At this time,
the only other bridge identified as functionally obsolete and eligible for HBP funding is
Middlefield Road. The University Avenue and Pope/Chaucer Street bridges may become
eligible for HBP funding once the ongoing JPA/Corps of Engineers feasibility study
progresses to the point where it conclusively documents the hydraulic capacity
deficiencies of these bridges.
Staff recommends that Council approve the attached scope of work for an engineering
design/environmental planning consultant for the replacement of the Newell Road
Bridge over San Francisquito Creek. The scope of work has been reviewed and
approved by representatives of the City of East Palo Alto and the JPA. In light of this
project’s regional benefits and impacts, staff from these agencies will participate in the
review of the consultant proposals and the interviews of the final consultant candidates.
They will also participate in the public outreach, technical design, and environmental
assessment elements of the project. The design of the replacement Newell Road
Bridge will be subject to review by the City of Palo Alto Architectural Review Board and
the Planning & Transportation Commission and the City of East Palo Alto Public Works &
Transportation Commission and Planning Commission. The project will also comply
with the City’s Art in City Capital Improvement Projects Policy.
Resource Impact
Funds for the Newell Road/San Francisquito Creek Bridge Replacement Project are
available from the General Fund Infrastructure Reserve. The General Fund will be
completely reimbursed for the design and environmental assessment phase of the
project, with the Caltrans Highway Bridge Program (HBP) grant providing 88.53% of
the funding and the 11.47% local match being provided by the San Francisquito Creek
July 11, 2011 Page 5 of 5
(ID # 1810)
Joint Powers Authority. It is anticipated that HBP funds will be available to pay 88.53%
of the project’s construction cost in a future budget year. Although, a source of the
local match funding for the construction phase (estimated to be approximately $240K)
has not yet been identified, staff will aggressively pursue non-City funds to cover this
expense. Potential funding sources include the cities of Palo Alto or East Palo Alto, the
JPA, the Santa Clara Valley Water District, or local property owners through a future
voter-approved assessment district.
Policy Implications
These recommomendations do not represent any change to existing City policies.
Environmental Review
Adoption of the attached resolution, budget amendment ordinance, and approval of the
agreement do not represent a project with respect to the California Environmental
Quality Act (CEQA). The Newell Road/San Francisquito Creek Bridge Replacement
Project will be subject to environmental assessment and review in compliance with both
CEQA and the National Environmental Policy Act (NEPA).
cc:Kamal Fallaha, City of East Palo Alto Public Works Department
Brent Butler, City of East Palo Alto Planning Department
Len Materman, San Francisquito Creek Joint Powers Authority
Chris Elias, Santa Clara Valley Water District
Norman Beamer, Crescent Park Neighborhood Association
Karen White, Duveneck/St. Francis Neighborhood Association
Attachments:
·A -Budget Amendment Ordinance for Newell Road Bridge Replacement Project, CIP PE-
12011 (PDF)
·B -Resolution Authorizing City Manager to Execute Program Supplement (PDF)
·C -Letter from San Francisquito Creek JPA Committing to Provide Local Cost Share (PDF)
·D -Scope of Work for Request for Proposals for Newell Road Bridge Replacement Project
(PDF)
Prepared By:Joe Teresi, Senior Engineer
Department Head:J. Michael Sartor, Interim Director
City Manager Approval: James Keene, City Manager
DRAFT --Attachment A
ORDINANCE NO.XXXX
ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO
AMENDING THE BUDGET FOR FISCAL YEAR 2012 TO ESTABLISH
CAPITAL IMPROVEMENT PROGRAM PROJECT NUMBER PE-12011,
NEWELL ROAD/SAN FRANCISQUITO CREEK BRIDGE REPLACEMENT,
AND TO PROVIDE AN APPROPRIATION IN THE AMOUNT OF $360,000
The Council of the City of Palo Alto does ORDAIN as
follows:
SECTION 1. The City Council of the City of Palo Alto
finds and determines as follows:
A. Pursuant to the provisions of Section 12 of Article III of
the Charter of the City of Palo Alto, the Council on June 20, 2011
did adopt a budget for fiscal year 2012; and
B. The existing Newell Road bridge over San Francisquito Creek
was constructed in 1911. The bridge links Palo Alto with the
Woodland Avenue neighborhood of East Palo Alto. The bridge is
functionally obsolete and substandard in many ways with respect to
traffic safety; and
C. The bridge’s deficiencies include its substandard width,
lack of access for bicycle and pedestrian traffic, harsh vertical
profile, unsafe railings, and poor sight distances. In addition to
its traffic safety deficiencies, the bridge also creates a partial
obstruction to water flow in San Francisquito Creek because the
bridge abutments are constructed within the creek channel; and
D. The San Francisquito Creek Joint Powers Authority (JPA) and
the Santa Clara Valley Water District have analyzed the bridge as
part of a preliminary study of flood control options for San
Francisquito Creek upstream of Highway 101 and have determined that
the existing bridge will need to be removed or replaced in order for
the creek to accommodate the projected 1% (100-year) flow rate at
this location; and
E. Through the Highway Bridge Program (HBP), Caltrans issues
grants to owners of local bridges for replacement of structurally
deficient or functionally obsolete bridges.The City of Palo Alto
will be completely reimbursed for the engineering
design/environmental assessment phase of the project, with a
Caltrans Highway Bridge Program grant providing 88.53% of the
funding and the 11.47% local match being provided by the San
Francisquito Creek JPA;and
F. It is anticipated that HBP funds will be available to pay
88.53% of the project’s construction cost in a future budget year,
and that the cities of Palo Alto and East Palo Alto and the JPA will
work to find the remaining funds; and
G. Staff has developed a scope of work for an engineering
design/environmental planning consultant for the replacement of the
Newell Road Bridge over San Francisquito Creek. The City of Palo
Alto, the City of East Palo Alto, and the JPA will participate in
selecting a consultant to perform the work; and
H. City Council authorization is needed to amend the 2012
budget as hereinafter set forth.
SECTION 2. Capital Improvement Program (CIP) Project Number
PE-12011, Newell Road/San Francisquito Creek Bridge Replacement,is
hereby created.
SECTION 3. The sum of Three Hundred Sixty Thousand Dollars
($360,000) is hereby appropriated to CIP Project Number PE-12011.
SECTION 4.Three Hundred Sixty Thousand Dollars ($360,000) is
hereby transferred from the Capital Project Fund Infrastructure
Reserve.
SECTION 5. The Infrastructure Reserve will later be reimbursed
by grant funding from the Caltrans HPB and the San Francisquito
Creek JPA in the amount of Three Hundred Sixty Thousand Dollars
($360,000).
SECTION 6. The transactions above will have no net impact on
the balance of the Infrastructure Reserve.
SECTION 7. As specified in Section 2.28.080(a) of the Palo Alto
Municipal Code, a two-thirds vote of the City Council is required to
adopt this ordinance.
SECTION 8. The Council of the City of Palo Alto hereby finds
that the design portion of this project does not represent a project
with respect to the California Environmental Quality Act (CEQA).
The Newell Road/San Francisquito Creek Bridge Replacement Project
will be subject to environmental assessment and review in compliance
with both CEQA and the National Environmental Policy Act (NEPA).
SECTION 9. As provided in Section 2.04.330 of the Palo Alto
Municipal Code, this ordinance shall become effective upon adoption.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:
____________________________
City Clerk
APPROVED AS TO FORM:
____________________________
Senior Assistant City Attorney
APPROVED:
_______________________________
Mayor
_______________________________
City Manager
_______________________________
Director of Public Works
_______________________________
Director of Administrative
Services
Not Yet Approved
1
110601 jb 0130759
Resolution No. _______
Resolution of the Council of the City of Palo Alto Authorizing
the City Manager to Execute Transportation Grants for Program
Supplement No. N009 for the Newell Road Bridge
Replacement Project
WHEREAS, the City of Palo Alto is eligible to receive Federal and/or State
funding for certain Transportation Projects, through the California Department of
Transportation; and
WHEREAS, Master Agreements, Program Supplement Agreements, Fund
Exchange Agreements, Fund Transfer Agreements and/or any amendments to such
agreements need to be executed with the California Department of Transportation before
such funds can be claimed; and
WHEREAS, the City Council wishes to delegate to the City Manager or his or her
designee authorization to execute Program Supplement No N009 to Administering
Agency – State Agreement for Federal Grant Project No. 04-5100R, Newell Road Bridge
Replacement Project.
NOW, THEREFORE, the Council of the City of Palo Alto does RESOLVE as
follows:
SECTION 1. The Council authorizes the City Manager or his or her designee to
execute Program Supplement No N009 to Administering Agency – State Agreement for
Federal Grant Project No. 04-5100R, Newell Road Bridge Replacement Project.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST: APPROVED:
_____________________________ ________________________
City Clerk Mayor
______________________________
APPROVED AS TO FORM: City Manager
_____________________________ ________________________
Senior Asst. City Attorney Director of Public Works
Joint Powers Authority
www.sfcjpa.org
East Palo Alto, Menlo Park, Palo Alto, San Mateo County Flood Control District, and the Santa Clara Valley Water District
650-561-4580 * jpa@sfcjpa.org * 1231 Hoover Street * Menlo Park, CA 94025
October 1, 2010
Mr. James Keene
City Manager
City of Palo Alto
250 Hamilton Avenue
Palo Alto, CA 94301
Dear Jim:
As you know, the San Francisquito Creek Joint Powers Authority (SFCJPA) believes that modifying bridges over
the Creek between Highway 101 and El Camino Real will be a key component of our comprehensive efforts to
reduce flooding to residents of Palo Alto, Menlo Park and East Palo Alto. In recent weeks, I have worked with
Palo Alto’s Public Works staff to submit a proposal to Caltrans for the replacement of the Newell Road Bridge,
which, according to Caltrans, is “owned” by the City of Palo Alto.
Should the State’s Highway Bridge Program approve the City’s application, Caltrans would pay 88.53% of the
total project costs, with the local agency responsible for the remaining 11.47% in matching funds. The initial
application requires us to make a commitment for the local share of the Preliminary Engineering (planning and
design) phase of the Newell Road Bridge. This phase was estimated to cost approximately $360,000, and thus the
local match commitment required during this fiscal year and the following one equals not more than $42,000.
On September 23, 2010, I asked the SFCJPA Board, which includes Palo Alto Mayor Patrick Burt, to approve a
motion to have the SFCJPA provide the 11.47% in matching funds for Preliminary Engineering of Newell Road
Bridge. The Board unanimously supported this motion, recognizing that the Caltrans funding would represent an
opportunity to begin removing our bridges as obstacles to the safe flow of water in the Creek. The purpose of this
letter is to commit the SFCJPA to provide that local match on behalf of the City of Palo Alto.
I appreciate the City’s willingness to seek outside funding so that we may move forward with an important
element of the SFCJPA’s comprehensive project. Please let me know if you have any questions.
Sincerely,
Len Materman
Executive Director
cc: Mayor Patrick Burt
Kelly McAdoo Morariu
Glenn Roberts
Mike Sartor
Joe Teresi
City of Palo Alto RFP _____ Page 1 of 10
Newell Road at San Francisquito Creek
Bridge Replacement Project
(CIP #PE-12011)
Request for Proposals for Project Design
and Environmental Assessment/Permitting
Scope of Work
1. GENERAL INFORMATION
The Public Works Department is seeking consultant services to provide professional
services, including preliminary design, environmental analysis and documentation,
geotechnical investigation and reporting, regulatory permitting, preparation of plans,
specifications, and cost estimate for bidding, and construction administration for
replacement of the existing Newell Road bridge across San Francisquito Creek, linking
the cities of Palo Alto and East Palo Alto, California.
2. DESCRIPTION OF PROJECT
The purpose of this project is to replace the Newell Road Bridge at San Francisquito
Creek (see Attachment A, Project Vicinity Map). Newell Road is a collector street with a
current Average Daily Traffic volume of approximately 3000 vehicles per day. San
Francisquito Creek is the boundary between the Cities of Palo Alto and East Palo Alto as
well as the boundary between Santa Clara and San Mateo Counties. The existing bridge
is approximately 40-feet-long with a width of 18 feet curb to curb and an overall bridge
width of 21.7 feet. The bridge, which was originally constructed in 1911, is considered
functionally obsolete. The traffic lanes are substandard, and the bridge has no provision
for bicycle or pedestrian traffic. In addition, the sight distances from the bridge are
poor, and the bridge alignment creates an undesirable offset in the horizontal alignment
of Newell Road. Furthermore, the existing bridge abutments are located within the
creek bed, causing a flow constriction in the channel that prevents it from
accommodating the estimated 1% (100-year) flow event. The current (2010) Santa Clara
Valley Water District hydraulic model for San Francisquito Creek indicates that the
existing bridge opening can convey peak flow of 5900 cubic feet per second (cfs),
whereas the 1% flow rate is 9200 cfs. The Newell Road bridge is within the scope of an
ongoing study being conducted by the San Francisquito Creek Joint Powers Authority
(SFCJPA) to identify potential channel and bridge improvements that will provide
City of Palo Alto RFP _____ Page 2 of 10
increased flood protection to the area. The SFCJPA, whose member agencies include
the cities of Palo Alto, East Palo Alto, and Menlo Park, the Santa Clara Valley Water
District, and the San Mateo County Flood Control District, was formed in 1999 to
address flooding issues within the creek watershed. It is important that the new bridge
design not only pass the 1% flow event, but also accommodate future improvements
within the channel and at the top of bank both upstream and downstream of the new
bridge that will provide conveyance of the 1% flow and maintain FEMA’s minimum
requirement of 3 feet of freeboard in unobstructed stream reaches and 4 feet of
freeboard at and within 100 feet of the new bridge.
In addition to posing a flooding threat to the surrounding communities, San
Francisquito Creek in the project area represents a migration corridor for a native run of
federally-protected Central Coast Steelhead, limiting the available construction window
for projects within the creek channel to the months of June through October, when
migrating steelhead are not passing through the main stem of the creek.
The replacement bridge is tentatively proposed to include two 11’ traffic lanes, a 5’ bike
lane on the east side of the road, a 9’ bike lane on the west side of the road, and 5’
sidewalks on each side of the road. This proposed configuration would match the
existing street cross-section south of the bridge. The proposed bridge length is 75’,
which is the approximate distance between the top of the creek banks, allowing the new
abutments to be constructed outside the creek channel. It is anticipated that partial
reconstruction of the bridge approaches will also be required in order to conform to the
new bridge and to create a modified horizontal alignment and vertical profile that will
improve traffic safety and sight distances. Consideration should also be given to
potential horizontal realignment of the bridge in order to improve the coordination of
the geometrics between the north and south legs of Newell Road. Because the creek
divides two cities and counties, there are a limited number of utility facilities crossing
the bridge. Existing utilities will, however, need to be maintained and relocated as
required to maintain continuous service to all utility customers. Newell Road between
Edgewood Drive in Palo Alto and Woodland Avenue in East Palo Alto may be closed to
through traffic during construction. Access to the driveway serving the residence at 475
Newell Road must be maintained throughout the construction period.
Although the consultant contract will be managed by the City of Palo Alto, extensive
coordination with City of East Palo Alto and SFCJPA staff will be required throughout
the project. There will also be a need to devise and implement a robust public
communication and outreach plan to solicit input from members of the public. The
project will require design review by various advisory boards and commissions in both
cities. The consultant will also be responsible for environmental review and
documentation of the project in compliance with the provisions of both the California
Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA).
In support of the environmental analysis, the consultant must also perform several
specific technical studies as described in this scope of work. Lastly, the consultant must
also assist the City of Palo Alto in acquiring all local, state, and federal regulatory
permits required for the construction of the replacement bridge.
City of Palo Alto RFP _____ Page 3 of 10
The design and aesthetics of the replacement Newell Road bridge will be subject to
review by the following review bodies:
City of Palo Alto — Architectural Review Board
Planning and Transportation Commission
City of East Palo Alto -- Public Works & Transportation Commission
Planning Commission
In addition, the project is subject to the City of Palo Alto’s Art in City Capital
Improvement Projects Policy (see Attachment B). One percent of the final estimated
cost of the replacement bridge shall be earmarked for a public art element, at the
discretion of the City of Palo Alto Public Art Commission. The Consultant shall work
cooperatively with the artist selected by the Public Art Commission and staff from the
cities of Palo Alto and East Palo Alto to incorporate the art into the final bridge design.
The project is being funded through a Caltrans Highway Bridge Program grant. All
work prepared by the Consultant shall be in compliance with the requirements of the
Highway Bridge Program and shall be subject to the approval of the Caltrans Office of
Local Assistance representative of Caltrans District 4 in Oakland.
The consultant team shall provide sufficient expertise in the disciplines of civil and
structural engineering design, surveying, geotechnical engineering, hydraulic
engineering, environmental planning and analysis, public outreach, and project
management to produce an environmental assessment document, secure all required
regulatory permits, and prepare a complete set of construction documents (plans,
specifications, and estimate) for the replacement of the Newell Road Bridge over San
Francisquito Creek.
3. THE CITY’S INTENT
Following is an outline of the scope of work for the project:
• The Consultant shall provide complete engineering design services, including
preliminary design, design development, and construction documents for the
replacement of the Newell Road bridge over San Francisquito Creek and related
roadway modifications.
• The Consultant shall obtain and review all reports and plans for the existing
bridge, overhead and underground utilities, right-of-way maps, and other street
infrastructure prior to the start of design.
• The Consultant shall obtain the existing hydraulic model for San Francisquito
Creek from the Santa Clara Valley Water District (SCVWD). The existing creek
model is HEC-RAS.
• The Consultant shall utilize the existing creek hydraulic model to document the
hydraulic design parameters of the replacement bridge. The consultant shall
conduct and document a hydraulic model run for San Francisquito Creek with the
proposed bridge in place. The documentation shall demonstrate the ability of the
City of Palo Alto RFP _____ Page 4 of 10
reconfigured channel at the location of the new bridge to convey the projected 1%
flow rate with the bridge in place.
• The Consultant shall analyze and review various alternative bridge designs and
alignments and submit to the City a recommended design.
• The Consultant shall devise and implement a public communication and
outreach plan in order to solicit early input from members of the public in the
cities of Palo Alto and East Palo Alto.
• The Consultant shall provide the services of a licensed civil or structural engineer
to design the structural elements of the bridge to meet the provisions of the
current edition of the Bridge Design Guide/Specifications published by the
American Association of State Highway and Transportation Officials (AASHTO).
• The Consultant shall design all site improvements, including approach roadways
and intersection layout, utility relocations, traffic safety design elements,
temporary traffic control plan during bridge closure, stream protection measures,
and environment compliance requirements.
• The Consultant shall work with SFCJPA staff to develop slope stability measures
at and around the footings of the new bridge that maintain, to the extent possible,
the natural setting of the creek and are consistent, within reasonable limitations,
with the principles described in the San Francisquito Creek Bank Stabilization
and Revegetation Master Plan.
• The Consultant shall review, analyze, and identify the potential environmental
impacts of constructing a replacement Newell Road bridge. The Consultant shall
prepare a complete environmental document in full compliance with both the
National Environmental Policy Act (NEPA) and the California Environmental
Quality ACT (CEQA).
• The Consultant shall conduct all of the technical studies required by Caltrans in
support of the environmental documents.
• The Consultant shall provide the services of a licensed civil engineer or land
surveyor to prepare a complete topographic survey of the project area. The
engineer/surveyor shall identify existing right-of-way limits, and any required
additional right-of-way or temporary construction easements. The Consultant
shall be responsible for all right-of-way engineering.
• The Consultant shall present the preliminary design to staff, the City of Palo
Alto’s Architectural Review Board and Planning and Transportation Commission,
and the City of East Palo Alto’s Public Works and Transportation Commission
and Planning Commission for review before proceeding to design development.
The consultant shall make any design revisions necessary as a result of these
reviews.
• The Consultant shall present the 60% design development plans to staff, the City
of Palo Alto’s Architectural Review Board and Planning and Transportation
Commission, and the City of East Palo Alto’s Public Works and Transportation
Commission and Planning Commission for review before proceeding to the
construction document phase of the project.
• The Consultant shall prepare project construction plans and technical
specifications for competitive bidding purposes.
City of Palo Alto RFP _____ Page 5 of 10
• The Consultant shall complete any and all permit applications that may be
necessary to allow the replacement of the Newell Road bridge. The Consultant
shall ensure that the applications are deemed complete by the reviewing agencies
and respond to any requests for additional information.
• The Consultant shall assist the City of Palo Alto with bidding the project for
construction.
• The Consultant shall review contractor submittals for compliance with the plans
and specifications.
• During construction, the Consultant shall promptly answer contractor requests
for information (RFI). The Consultant shall attend regular project meetings that
may occur weekly and shall prepare agendas and minutes for such meetings.
4. CONSULTANT SCOPE OF WORK
The scope of work shall consist of the following tasks:
Task A Public Communication and Outreach Plan
The Consultant shall devise and implement a multi-faceted public
communication and outreach plan in order to assist City staff with solicitation of
input from members of the public regarding the replacement of the Newell Road
bridge. The plan shall target residents in the vicinity of the bridge in the cities of
Palo Alto and East Palo Alto. The outreach plan shall include at least one public
meeting at the outset of the project to solicit preliminary input and comment
regarding key design issues and potential project impacts and a second meeting
towards the end of preliminary design to solicit specific comments regarding the
initial bridge design. The Consultant shall design a project web page to provide
updated information to the public during design and throughout the construction
of the bridge.
Task B Preliminary Design
The Consultant shall prepare a preliminary design of the replacement Newell
Road bridge. The Consultant shall meet with City staff to gather information and
input for developing the preliminary drawings. The preliminary drawings shall
represent the proposed bridge layout, horizontal alignment and vertical profile,
bridge proportions, and bridge style and special architectural treatments. The
Consultant shall perform hydraulic modeling of the creek with the new bridge in
place. The Consultant shall analyze and review various alternatives and provide
to the City a recommended design for submittal to the official review bodies.
Task C Environmental Document
The Consultant shall review, analyze, and identify the potential environmental
impacts of constructing the replacement bridge and shall prepare complete
environmental documents in full compliance with the National Environmental
City of Palo Alto RFP _____ Page 6 of 10
Policy Act (NEPA) and the California Environmental Quality Act (CEQA). In
support of the environmental analysis, the Consultant shall conduct the special
technical studies specified by Caltrans Environmental Planning staff in the
Preliminary Environmental Study (PES) Form (See Attachment C). It is assumed
that the project will qualify for a Categorical Exclusion (NEPA) and a Mitigated
Negative Declaration (CEQA).
Task D Final Design
The Consultant shall prepare construction documents based on the preliminary
design developed in Task B. Intermediate design development submittals shall
be submitted at 60% and 90% design stages. A geotechnical investigation and a
Stage 1 hazardous materials investigation shall be conducted at the site to
develop project design parameters. The Consultant shall also provide assistance
to staff during the bidding process.
Task E Cost Estimates
The Consultant shall prepare cost estimates for construction of the preliminary
design developed in Task B and construction of the final design developed in Task
D.
Task F Meetings
The Consultant shall prepare for and actively participate in the following
meetings related to Tasks B, C and D.
• City Staff: Meetings with staff from the cities of Palo Alto and East Palo Alto
and the SFCJPA, as appropriate.
• The Consultant shall prepare presentation materials for and attend the
meetings listed below. The Consultant shall budget up to four hours for each
meeting, including ‘waiting’ time and travel time.
o Two meetings with the City of Palo Alto Architectural Review Board
o Two meetings with the City of Palo Alto Planning and Transportation
Commission
o Two meetings with the City of Palo Alto Public Arts Commission
o Two meetings with the City of East Palo Alto Public Works and
Transportation Commission
o Two meetings with the City of East Palo Alto Planning Commission
o One meeting with the San Francisquito Creek Joint Powers Authority
Board of Directors
Task G Work Product Submittals
The Consultant shall prepare the following work product submittals for staff
review at the appropriate stage of the work:
City of Palo Alto RFP _____ Page 7 of 10
• Site topographic and boundary survey, including existing improvements
• Geotechnical and hazardous material investigations and reports
• Technical Memorandum – Bridge Design Parameters
• Preliminary Design Drawings: 10 half-size plan sets, plus digital file on
compact disc
• 60% design development documents: 10 half-size plan sets, 10 technical
specification sets (Caltrans Standard Specifications format), 10 copies of
an opinion of probable construction cost, plus digital files of all documents
on compact disc
• 90% design development documents: 10 half-size plan sets, 10 full-size
plan sets, 10 technical specification sets, 10 copies of an opinion of
probable construction cost, plus digital files of all documents on compact
disc
• Advisory Body Reviews: Copies of plans, renderings, material/color
samples as required by each review body
• Environmental document: Special studies, checklists and other
documentation as required to comply with the requirements of the
National Environmental Policy Act (NEPA) and the California
Environmental Quality Act (CEQA) in a format acceptable to Caltrans
Office of Transportation Planning (NEPA) and the City of Palo Alto
Planning Division (CEQA)
• Completed regulatory permit applications and supporting materials as
required
Task H Construction Documents
The Consultant shall prepare final detailed project plans and technical
specifications for construction bidding purposes that incorporate all plan check
and permitting requirements.
The Consultant shall provide one reproducible set of final project drawings and
specifications and digital files of all documents on compact disc to the City. City
will, at its own expense, reproduce enough copies of these documents for
construction bidding purposes.
Project Specifications shall be prepared using the Caltrans Standard
Specifications format. Consultant shall prepare all technical specification
sections. The City will provide the standard boilerplate bidding and contract
documents and the general conditions (work hours, duration, truck routes, etc.).
Project drawings shall be prepared using the standard 24” x 36” City drawing
sheet size and layout (to be provided by City). The City will also provide the
Consultant with standard AutoCAD layer names, symbols and line types for use
in the final project plans.
The Construction Documents shall include, but not be limited to, the following:
City of Palo Alto RFP _____ Page 8 of 10
• Existing topographic and boundary survey plan with construction staking
control points clearly identified
• Demolition plan
• Site utilities relocation plans
• Grading and drainage plan
• Roadway layout plan
• Structural plans (including foundation and abutment plans)
• Structural details
• Landscaping and irrigation plan
• Storm Water Pollution Prevention Plan
• Traffic control requirements
• Construction schedule requirements
• Contractor submittal requirements
• Provisions for protecting nearby existing structures, roadways and
embankments, and San Francisquito Creek
Task I Construction Services
The Consultant shall provide construction administration services during
construction of the replacement Newell Road bridge:
• Visit the site at intervals appropriate to the stage of operations.
• Attend weekly construction meetings and prepare weekly meeting agendas
and minutes.
• Respond to requests for information (RFI).
• Review and take action upon contractor submittals.
• Prepare change orders and construction change directives.
• Upon request of the contractor, inspect the project to determine whether
the work is substantially complete and prepare a punch list of items to be
completed prior to final acceptance.
• Confirm completion of contractor’s punch list items prior to final payment.
• Prepare project record drawings upon the completion of the work.
Immediately after completion of the construction phase and acceptance by
the City, the Consultant shall submit one complete set of record drawings
reflecting the as-built conditions in digital format for archiving. All files
shall be delivered in AutoCAD (.dwg) format. Each document file shall be
accompanied by a metadata text file, including the date of the file, the
company name, contract information, and the name of the technician who
prepared the document.
City of Palo Alto RFP _____ Page 9 of 10
5. ADDITIONAL SERVICES-SUBJECT TO ADDITIONAL COMPENSATION
The following additional services may be required depending on the actual conditions
encountered. The Consultant shall be prepared to perform these services as additional
work, subject to prior approval of the City’s Project Manager.
• Preparation of a full Environmental Impact Report (EIR)/Environmental
Impact Statement (EIS)
• Hazardous materials removal plan preparation
• Additional meetings with review boards and commissions
• Construction staking
Depending on the magnitude and quantity of the additional services listed above, an
agreement amendment may be necessary.
6. PROJECT ADMINISTRATION
Joe Teresi will be the Project Manager, and Rajeev Das Hada will be the Project
Engineer, unless otherwise directed by the City. All questions correspondence and
invoices shall be directed to the Project Engineer. This contract will be managed by the
City of Palo Alto Public Works Department. Funding for the contract will be provided
by a California Department of Transportation Highway Bridge Program grant and the
SFCJPA. To ensure a coordinated work effort, any work beyond this Scope of Work
shall be approved in advance in writing by the Project Manager.
7. INFORMATION PROVIDED BY THE CITY
The Public Works Department, Engineering Division has the following reference
documents available on the 6th floor located at 250 Hamilton Avenue, Palo Alto.
• Existing infrastructure and right-of-way information from City of Palo Alto
Geographic Information System (GIS)
• San Francisquito Creek HEC-RAS hydraulic model (Santa Clara Valley Water
District)
• Geotechnical information, as available, from the City’s database of projects
completed in the vicinity.
8. CONSULTANT SELECTION
The consultant will be selected based upon qualifications, experience, work schedule
and references from similar projects. The consultant selection process will be conducted
in accordance with the Caltrans Local Assistance Procedures Manual, including the
City of Palo Alto RFP _____ Page 10 of 10
provisions for utilization of Disadvanaged Business Enterprises (DBE). For further
selection criteria, see Section 100, “Proposal Instructions and Special Conditions”.
9. TIME OF COMPLETION
The Consultant shall complete all tasks within 52 weeks of issuance of the Notice to
Proceed. Prospective Consultants should submit a project schedule showing major
project design milestones and dates for achieving those milestones as part of the
proposal.
10. ATTACHMENTS
Attachment A: Project Vicinity Map
Attachment B: Art in City Capital Improvement Projects Policy
Attachment C: Preliminary Environmental Study (PES) Form for Caltrans
Highway Bridge Program Grant