May 26, 2005
(For Board: June 10, 2005)

REPORT OF THE BUILDING AND OPERATING COMMITTEE

Honorable Board of Directors
Golden Gate Bridge, Highway
and Transportation District

Honorable Members:

A meeting of the Building and Operating Committee was held in the Board Room, Administration Building, Toll Plaza, San Francisco, California, on Thursday, May 26, 2005, at 10:00 a.m., Chair Eddie presiding.

Committee Members Present (6): Chair Eddie; Vice Chair Reilly; Directors Martini, Moylan and Stroeh; President Middlebrook (Ex Officio)

Committee Members Absent (3): Directors Ammiano, Boro and Hernández

Other Directors Present (2): Directors Cochran and Pahre

Staff Present: Acting General Manager and Deputy General Manager/Bridge Division Kary H. Witt; District Engineer Denis J. Mulligan; Auditor-Controller Joseph M. Wire; Secretary of the District Janet S. Tarantino; Attorney David J. Miller; Acting Deputy General Manager/Bus Division Gene Walker; Acting Deputy General Manager/Ferry Division Rebecca Wessling; Deputy General Manager/Administration and Development Teri W. Mantony; Assistant Clerk of the Board Patsy Whalan

Visitors Present: None

1. Approve Actions Relative to Change Order No. 91 to Contract No. 99-B-5, Golden Gate Bridge Seismic Retrofit (Phase II), South Approach Structures, with Shimmick Construction Company, Inc./Obayashi Corporation JV, for Repair and Painting of Steel Elements at the Fort Point Arch Tower Truss

In a memorandum to Committee, Deputy District Engineer Ewa Bauer, District Engineer Denis Mulligan and General Manager Celia Kupersmith provided a report relative to Contract No. 2004-B-6, Consultant to Design and Prepare Bid Documents for the Golden Gate Bridge Seismic Retrofit Project Phase IIIA, North Anchorage Housing/North Pylon, with staff’s recommendation to authorize an Amendment to the Professional Services Agreement (Agreement) with HDR Engineering, Inc., (HDR) for design and preparation of plans and specifications for an inspection and maintenance access system under the new roadway deck of the North Anchorage Housing and to provide design support during the advertising period for construction bids relative to Contract No. 2006-B-1, Golden Gate Bridge Seismic Retrofit Phase IIIA, North Anchorage Housing/North Pylon.

The report stated that the Board of Directors, by Resolution No. 2004-066 at its meeting of June 25, 2004, authorized execution of an Agreement with HDR to design and prepare bid documents for the North Anchorage Housing and North Pylon, which has been designated in Phase IIIA of the Golden Gate Bridge Seismic Retrofit Project.  The retrofit of these structures involves strengthening the external walls, the internal concrete frame system and the foundations, as well as performing various modifications to utilities.  Also, the replacement of the Anchorage Housing concrete roof is included in this project.  Staff is also finalizing various other project documents, such as an environmental reevaluation, utility relocation agreements and various Federal Highway Administration (FHWA) and California Department of Transportation (Caltrans) reviews. 

The report also stated that inspection and maintenance access to the areas under the North Anchorage Housing roadway deck consists of a limited system of catwalks.  During the design process, it has been determined that the existing catwalk system conflicts with the proposed construction of the new shear walls and new deck structural system, and that access is inadequate for post-earthquake inspection of key bridge components.  Therefore, staff recommends that HDR design a new access system as part of the Phase IIIA construction.  HDR submitted a cost proposal for this design in the amount of $175,000 and staff has determined this cost to be reasonable.

The report further stated that the Phase IIIA construction project is scheduled to be advertised for construction bids in June 2005, with an anticipated advertising time of three months.  During the advertisement phase of the Phase IIIA construction contract, the District will require assistance from HDR in responding to bidders’ questions on design details and specifications, in reviewing technical aspects of changes regarding design assumptions, and with producing revised bid plans and technical specifications.  Based on previous construction phases, the cost of this design support during the three-month advertising period for construction bids has been estimated to be $300,000.

 

The report further stated that presently, under the Procurement Manual, the General Manager’s authority is limited to $50,000 for a single contract change order.  Staff proposes that the contract contingency fund be increased in the amount of $50,000, and that the General Manager be granted authority to increase the amount of the consultant’s contract up to the maximum amount of $170,000, to minimize delays in the bidding process.    The authorization will enable prompt implementation of any changes

Staff recommended and the Committee concurred by motion made and seconded by Directors STROEH/MARTINI to forward the following recommendation to the Board of Directors for its consideration:

RECOMMENDATION

The Building and Operating Committee recommends that the Board of Directors approve the following actions relative to Change Order No. 91 to Contract No. 99-B-5, Golden Gate Bridge Seismic Retrofit (Phase II), South Approach Structures, with Shimmick Construction Company, Inc./Obayashi Corporation JV:
a. Authorize execution of Change Order No. 91, for the repair of designated members of the Fort Point Arch Lower Truss Inner and Outer Ribs, for the preparation of the steel surfaces and for the application of a three-coat paint system, including a top coat finish of “International Orange”, in the amount of $3,600,000; and,
b. Authorize an increase in the Bridge Division Capital Budget and in the contingency fund for Contract No. 99-B-5, in the amount of $3,600,000, to be funded with federal grant funds secured for the Seismic Retrofit Project, subject to the concurrence of the Finance-Auditing Committee at its meeting of May 26, 2005;
with the understanding that these actions are contingent upon the availability of federal grant funds and subject to the Federal Highway Administration’s concurrence.

Action by the Board – Resolution
NON-CONSENT CALENDAR

AYES (6): Chair Eddie; Vice Chair Reilly; Directors Martini, Moylan and Stroeh; President Middlebrook
NOES (0): None
ABSENT (3): Directors Ammiano, Boro and Hernández

[Note: The above recommendation was forwarded to the Board of Directors meeting of May 27, 2005, for action.]

2. Approve Actions Relative to Contract No. 99-B-5, Golden Gate Bridge Seismic Retrofit (Phase II), South Approach Structures, for Construction Administration Services

In a memorandum to Committee, Deputy District Engineer Ewa Bauer, District Engineer Denis Mulligan and General Manager Celia Kupersmith provided a report relative to Contract No. 99-B-5, Golden Gate Bridge Seismic Retrofit (Phase II), South Approach Structures, with staff’s recommendation to authorize an addendum to the Ninth Amendment to the Professional Services Agreement with HNTB Corporation, Inc. (HNTB), for construction management and inspection support services and to authorize necessary budget increases for costs relative to District staff and consultants to administer an increase in scope and time of the contract.

The report stated that Contract No. 99-B-5 is a construction contract relative to the Golden Gate Bridge Seismic Retrofit Phase II that covers structural retrofit and utility modifications at the South Approach Viaduct, the South Anchorage Housing, Pylons S1 and S2, and the Fort Point Arch. Previously, the Board of Directors adopted a budget that included the cost of staff and consultants to administer and inspect the construction activities relative to Contract No. 99-B-5. The budgeted amount was based on a 45-month construction period included in the contract. The change orders to Contract No. 99-B-5 for additional work scope have extended the contract completion time by 16 months, necessitating an increase in the resources and an extension in time for managing and inspecting the construction activities.

The report also stated that, in accordance with the District’s Phase II Construction Contract Administration Plan that was approved by California Department of Transportation (Caltrans) and Federal Highway Administration (FHWA), construction management and inspection services for Contract No. 99-B-5 are performed by an integrated team of District staff and consultants. Under the terms of the Ninth Amendment to the Professional Services Agreement, HNTB and its subconsultants are providing consultant construction management and inspection support services for the project. The consultants augment District staff with construction inspection services, cost estimating, scheduling, hazardous materials monitoring, surveying, traffic control oversight and claims mitigation support.

The report further stated that the cost of administering and inspecting the construction activities, as well as the cost of the actual construction, is funded with grants. This allows the cost of District staff and consultants to be reimbursed with grant funds. The original estimated cost of construction administration and inspection services was $6,000,000 for District staff and $16,000,000 for consultant support, based on the 45-month construction period, of which $8,505,192 was budgeted for the Agreement for Professional Services with HNTB.

It is estimated that the 16-month extension in the contract completion time will cost an additional $1,600,000 for District staff to administer and inspect contract activities and an additional $2,782,113 for consultants to provide construction management and inspection support services. Portions of these additional costs will be realized by the cost savings in the above-mentioned original budget allocations for these two project budget line items. Therefore, the additional grant funds required for the cost of construction administration and inspection services for the 16-month extension is $2,057,500. A copy of the staff report is available in the Office of the District Secretary.

Staff recommended and the Committee concurred by motion made and seconded by Directors STROEH/MARTINI to forward the following recommendation to the Board of Directors for its consideration:

RECOMMENDATION

The Building and Operating Committee recommends that the Board of Directors approve the following actions relative to Contract No. 99-B-5, Golden Gate Bridge Seismic Retrofit (Phase II), South Approach Structures:
a. Authorize an addendum to the Ninth Amendment to the Professional Services Agreement with HNTB Corporation, Inc., for construction management and inspection support services, in an amount not to exceed $1,840,000;
b. Authorize an increase in the Bridge Division Capital Budget, in the amount of $2,057,500, for costs relative to District staff and consultants to administer an increase in scope and time for Contract No. 99-B-5, of which $600,000 will be allocated for District staff time, subject to the concurrence of the Finance-Auditing Committee at its meeting of May 26, 2005;
said increase to be funded with federal grant funds secured for the Seismic Retrofit Project and with the understanding that these actions are contingent upon the availability of federal grant funds and subject to the Federal Highway Administration’s concurrence.

Action by the Board – Resolution
NON-CONSENT CALENDAR

AYES (6): Chair Eddie; Vice Chair Reilly; Directors Martini, Moylan and Stroeh; President Middlebrook
NOES (0): None
ABSENT (3): Directors Ammiano, Boro and Hernández

[Note: The above recommendation was forwarded to the Board of Directors meeting of May 27, 2005, for action.]

3. Authorize Execution of an Amendment to the Agreement with the California Highway Patrol Relative to Contract No. 99-B-5, Golden Gate Bridge Seismic Retrofit (Phase II), South Approach Structures, for Traffic Enforcement Services

In a memorandum to Committee, Deputy District Engineer Ewa Bauer, District Engineer Denis Mulligan and General Manager Celia Kupersmith reported on staff’s recommendation to authorize execution of an amendment to the On-call Service Agreement with the California Highway Patrol (CHP) relative to Contract No. 99-B-5, Golden Gate Bridge Seismic Retrofit (Phase II), South Approach Structures, , for enforcement of the construction zone speed limit and assistance with traffic diversions for nighttime lane closures, in the amount of $80,000. To date, CHP has successfully provided enforcement services for construction during Phases I and II of the Seismic Retrofit Project. Also, the report stated that the California Department of Transportation (Caltrans) and the Federal Highway Administration both recommend utilizing CHP services for operations that impact traffic.
The report stated that, in conjunction with the Golden Gate Bridge Seismic Retrofit Phase II Project, Contract No. 99-B-5 provides for the retrofitting of all 18 roadway deck joints of the Fort Point Arch and South Approach Viaduct by removing the existing roadway joints and surfacing, and installing new joints and surfacing. The joints extend the full width of the Bridge roadway. To date, the Contractor has successfully completed 16 of the 18 deck joints. The remaining work involves removing the existing expansion joints located at the Pylon S2/South Viaduct interface and at the San Francisco Abutment, and installing new Seismic Isolation Joints. The scope of the remaining work on the roadway deck joints of the Fort Point Arch and South Approach Viaduct are described in detail in the staff report.

The report also stated that through an On-call Service Agreement with the District, CHP provides enforcement of construction zone speed limits and assistance with traffic diversions that are needed for nighttime lane closures during construction work on the roadway. It is estimated that additional nighttime lane closures required for installation of the Viaduct Seismic Isolation Joints will increase the cost of CHP support services by approximately $80,000, bringing the total agreement amount to $500,000. An amendment increasing the funding of the service agreement is required to maintain uninterrupted CHP support for this nighttime work. The District will request the presence of CHP personnel and vehicles only for nights when construction operations are actively in progress on the Bridge roadway. Requisite funds are available in the FY 04/05 Bridge Division Capital Budget. A copy of the staff report is available in the Office of the District Secretary.

Staff recommended and the Committee concurred by motion made and seconded by Directors STROEH/MARTINI to forward the following recommendation to the Board of Directors for its consideration:

RECOMMENDATION

The Building and Operating Committee recommends that the Board of Directors authorize execution of an amendment to the On-call Service Agreement with the California Highway Patrol relative to Contract No. 99-B-5, Golden Gate Bridge Seismic Retrofit (Phase II), South Approach Structures, for enforcement of the construction zone speed limit and assistance with traffic diversions for nighttime lane closures, in the amount of $80,000; with the understanding that requisite funds are available in the FY 04/05 Bridge Division Capital Budget.

Action by the Board – Resolution
NON-CONSENT CALENDAR

AYES (6): Chair Eddie; Vice Chair Reilly; Directors Martini, Moylan and Stroeh; President Middlebrook
NOES (0): None
ABSENT (3): Directors Ammiano, Boro and Hernández

[Note: The above recommendation was forwarded to the Board of Directors meeting of May 27, 2005, for action.]

4. Approve Actions Relative to Contract No. 2004-B-6, Consultant to Design and Prepare Bid Documents for the Golden Gate Bridge Seismic Retrofit Project Phase IIIA, North Anchorage Housing/North Pylon, with HDR Engineering, Inc., for Design Services

In a memorandum to Committee, Deputy District Engineer Ewa Bauer, District Engineer Denis Mulligan and General Manager Celia Kupersmith provided a report relative to Contract No. 2004-B-6, Consultant to Design and Prepare Bid Documents for the Golden Gate Bridge Seismic Retrofit Project Phase IIIA, North Anchorage Housing/North Pylon, with staff’s recommendation to authorize an Amendment to the Professional Services Agreement (Agreement) with HDR Engineering, Inc., (HDR) for design and preparation of plans and specifications for an inspection and maintenance access system under the new roadway deck of the North Anchorage Housing and to provide design support during the advertising period for construction bids relative to Contract No. 2006-B-1, Golden Gate Bridge Seismic Retrofit Phase IIIA, North Anchorage Housing/North Pylon.

The report stated that the Board of Directors, by Resolution No. 2004-066 at its meeting of June 25, 2004, authorized execution of an Agreement with HDR to design and prepare bid documents for the North Anchorage Housing and North Pylon, which has been designated in Phase IIIA of the Golden Gate Bridge Seismic Retrofit Project. The retrofit of these structures involves strengthening the external walls, the internal concrete frame system and the foundations, as well as performing various modifications to utilities. Also, the replacement of the Anchorage Housing concrete roof is included in this project. Staff is also finalizing various other project documents, such as an environmental reevaluation, utility relocation agreements and various Federal Highway Administration (FHWA) and California Department of Transportation (Caltrans) reviews.

The report also stated that inspection and maintenance access to the areas under the North Anchorage Housing roadway deck consists of a limited system of catwalks. During the design process, it has been determined that the existing catwalk system conflicts with the proposed construction of the new shear walls and new deck structural system, and that access is inadequate for post-earthquake inspection of key bridge components. Therefore, staff recommends that HDR design a new access system as part of the Phase IIIA construction. HDR submitted a cost proposal for this design in the amount of $175,000 and staff has determined this cost to be reasonable.

The report further stated that the Phase IIIA construction project is scheduled to be advertised for construction bids in June 2005, with an anticipated advertising time of three months. During the advertisement phase of the Phase IIIA construction contract, the District will require assistance from HDR in responding to bidders’ questions on design details and specifications, in reviewing technical aspects of changes regarding design assumptions, and with producing revised bid plans and technical specifications. Based on previous construction phases, the cost of this design support during the three-month advertising period for construction bids has been estimated to be $300,000.

The report further stated that presently, under the Procurement Manual, the General Manager’s authority is limited to $50,000 for a single contract change order. Staff proposes that the contract contingency fund be increased in the amount of $50,000, and that the General Manager be granted authority to increase the amount of the consultant’s contract up to the maximum amount of $170,000, to minimize delays in the bidding process. The authorization will enable prompt implementation of any changes in scope that might develop during the advertisement period. HDR will be compensated based upon actual time expended and expenses incurred, plus a fixed fee, not to exceed the authorized amount.

The report further stated that the total contract amount that was authorized for these design services was $2,350,000, which amount included $2,200,000 for the consultant’s contract and $150,000 for the contract contingency fund. A previous amendment to the Agreement increased the consultant’s contract to $2,229,702. The proposed amendments, in the amount of $475,000, would increase the total contract amount proposed for the consultant’s contract to $2,704,702. The increase in the contract contingency fund, in the amount of $50,000, will bring the contingency fund balance to $170,298 and the total contract budget to $2,875,000. The requisite federal grant funds are available in the Bridge Division Capital Budget. A copy of the staff report is available in the Office of the District Secretary.

At the meeting, Denis Mulligan summarized the staff report stating that this item refers to Phase IIIA of the Seismic Retrofit Project in which the District entered into an Agreement with a consultant to address related seismic safety and security concerns. He stated that due to the dedicated work of the consultant and staff, the District is finalizing the bid documents for advertisement. He noted that the proposed new roadway deck access system will be 100% funded with federal grants.

Discussion ensued, including the following:

? Chair Eddie noted that the District has successfully continued work on the Seismic Retrofit Project without significant delays or controversy, by creative uses of the contingency fund to finance additional work on strengthening the Bridge within the constraints of the District’s Capital Budget.

Staff recommended and the Committee concurred by motion made and seconded by Directors STROEH/MOYLAN to forward the following recommendation to the Board of Directors for its consideration:

RECOMMENDATION

The Building and Operating Committee recommends that the Board of Directors approve the following actions relative to Contract No. 2004-B-6, Consultant to Design and Prepare Bid Documents for the Golden Gate Bridge Seismic Retrofit Project Phase IIIA, North Anchorage Housing/North Pylon, with HDR Engineering, Inc.:

a. Authorize execution of an amendment to the Professional Services Agreement for the design, as well as the preparation of plans and specifications, of an inspection and maintenance access system under the new roadway deck of the North Anchorage Housing, in an amount not to exceed $175,000, subject to concurrence by the Federal Highway Administration (FHWA);

b. Authorize execution of an amendment to the Professional Services Agreement for design support during the advertising of construction bids for Contract No. 2006-B-1, Golden Gate Bridge Seismic Retrofit Phase IIIA, North Anchorage Housing/North Pylon, in an amount not to exceed $300,000, contingent upon FHWA’s approval to proceed with Phase IIIA construction of the Seismic Retrofit Project;

c. Authorize an increase in the contract contingency fund in the amount of $50,000; and,

d. Authorize the General Manager to approve change orders to Contract No. 2004-B-6, within the financial limits of the total contract budget, up to the maximum of the outstanding contract contingency fund for any individual change order, with a change order exceeding $100,000, subject to the concurrence of the Chair of the Building and Operating Committee and the President of the Board;
with the understanding that requisite federal grant funds are available in the Bridge Division Capital Budget.

Action by the Board – Resolution
NON-CONSENT CALENDAR

AYES (6): Chair Eddie; Vice Chair Reilly; Directors Martini, Moylan and Stroeh; President Middlebrook
NOES (0): None
ABSENT (3): Directors Ammiano, Boro and Hernández

[Note: The above recommendation was forwarded to the Board of Directors meeting of May 27, 2005, for action.]

5. Authorize Rejection of All Bids for Contract No. 2005-B-10, Crane Truck, and Authorize Re-Advertisement of this Bid

In a memorandum to Committee, Deputy General Manager Kary Witt and General Manager Celia Kupersmith reported on staff’s recommendation to reject all bids for Contract No. 2005-B-10, Crane Truck and authorize re-advertisement for a new crane truck.

The report stated that the District solicited bids to replace a 19-year old crane truck that has reached the end of its useful life and is no longer serviceable. Non-standard configuration of the crane truck is required due to the restrictive lane width requirements on the roadway and the need to remain stable while critical loads are lifted over the Bridge rail. The crane truck is used primarily on the Bridge, but is also used frequently used at the Golden Gate Transit bus facilities and Golden Gate Ferry terminals.

Bid documents for Contract No. 2005-B-10, Crane Truck, were sent to four prospective bidders. The Secretary of the District received two bids on Tuesday, April 12, 2005; one submitted by East Bay Ford Truck Sales, Inc., Oakland, CA; and, the other by Golden Gate Truck Center, Oakland, CA. The apparent low bid of $245,901 submitted by East Bay Ford Truck Sales, Inc., exceeds the funding resources of the District. The Bridge Division’s estimate for the crane truck was $170,000. Staff is re-evaluating the specifications for the crane truck and is exploring the market for other types of crane truck vehicles that would meet the District’s needs, while still falling within the budgeted amount. Staff will develop a new set of specifications and re-advertise for this purchase. A copy of the staff report is available in the Office of the District Secretary.

Staff recommended and the Committee concurred by motion made and seconded by Directors MOYLAN/REILLY to forward the following recommendation to the Board of Directors for its consideration:

RECOMMENDATION

The Building and Operating Committee recommends that the Board of Directors authorize rejection of all bids for Contract No. 2005-B-10, Crane Truck, as permitted by Section G10 of the Contract General Conditions; and, authorize re-advertisement of this bid.

Action by the Board – Resolution
NON-CONSENT CALENDAR

AYES (6): Chair Eddie; Vice Chair Reilly; Directors Martini, Moylan and Stroeh; President Middlebrook
NOES (0): None
ABSENT (3): Directors Ammiano, Boro and Hernández

[Note: The above recommendation was forwarded to the Board of Directors meeting of May 27, 2005, for action.]

6. Closed Session

Attorney David Miller, at the request of Chair Eddie, stated that the Committee would convene in closed session to discuss a matter of real property negotiations relative to the transfer of the District-owned portion of the Northwestern Railroad Right-of-Way Property from Novato Creek South to Corte Madera.

After closed session, Chair Eddie called the meeting to order in open session with a quorum present. Attorney Miller reported that the Building and Operating Committee met in closed session, as permitted by the Brown Act, to hear a report from the Attorney and staff on the status of real property negotiations with Sonoma Marin Area Rail Transit District relative to the above-described property. Mr. Miller stated that the matter was referred to the Board of Directors for discussion and possible action at its meeting of June 10, 2005.

Action by the Board – None Required

7. Status Report from District Appointees on Sonoma-Marin Area Rail Transit (SMART) Board

The Committee was provided with copies of the Agenda for the May 18, 2005, and the Minutes of the April 20, 2005, meetings of the Sonoma-Marin Area Rail Transit (SMART). Copies of these items are available in the Office of the District Secretary.

At the meeting, Director Pahre, one of the District’s representatives to SMART, stated that at its May 18, 2005 meeting, the SMART Board discussed the Metropolitan Transportation Commission’s (MTC’s) draft policy on transit-oriented development along the SMART corridor in Marin County. She stated the MTC policy is intended to increase transit ridership, finance more cost-effective transit projects and create more walkable and livable communities.


Action by the Board – None Required

8. Status Report on Engineering Projects

In a memorandum to Committee, Deputy District Engineer Ewa Z. Bauer, District Engineer Denis Mulligan and General Manager Celia Kupersmith reported on current engineering projects. This report will be presented to the Board of Directors at its meeting of May 27, 2005. A copy of the report is available in the Office of the Secretary of the District.


Action by the Board – None Required

9. Public Comment

There was no public comment.

10. Adjournment

All business having been concluded, the meeting was declared adjourned at 11:10 a.m.

Respectfully submitted,

 

James C. Eddie, Chair
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