7�owx_ a MEETING DATE: 12/16/13
ITEM NO: r]
cos coos COUNCIL AGENDA REPORT
DATE: DECEMBER 2, 2013
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
v
SUBJECT: PPW JOB NO. 13 -31 — ALMOND GROVE STREET REHABILITATION
PROJECT 811 -0003
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A CONSULTANT
DESIGN SERVICES AGREEMENT WITH NICHOLS CONSULTING
ENGINEERS FOR THE ALMOND GROVE STREET REHABILITATION
PROJECT IN AN AMOUNT NOT TO EXCEED $298,500.
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSULTANT DESIGN SERVICES AGREEMENT AS
NECESSARY IN AN AMOUNT NOT TO EXCEED $30,000.
RECOMMENDATIONS:
1. Authorize the Town Manager to execute a consultant design services agreement with
Nichols Consulting Engineers for the Almond Grove Street Rehabilitation project in an
amount not to exceed $298,500.
2. Authorize staff to execute future change orders to the consultant design services
agreement as necessary in an amount not to exceed $30,000.
BACKGROUND:
The streets in the Almond Grove area are constructed using concrete and asphalt materials.
There are 10 streets adjacent to the core downtown area with a concrete surface (e.g., Bachman,
Tait, Massol, Broadway) and 21 streets with an asphalt surface in the upper part of the Almond
Grove area (e.g., Alexander, Belmont, and Hernandez.) Most of the streets in this area are
approximately 80 years old and the condition of these streets has deteriorated over the years,
resulting in base failures, uneven surfaces, cracks, and separation. In March 2011, staff presented
the Town Council with an update on the condition of the Almond Grove area street infrastructure
and a program to reconstruct and rehabilitate these neighborhood streets.
The majority of streets in the Almond Grove area were within the Town's former redevelopment
area. In early 2012, the State of California took legislative action to end redevelopment
agencies, which was the primary intended funding source for Almond Grove
PREPARED BY: MATT MORLEY���
Director of Parks and Public Works
Reviewed by: F�J Assistant Town Manager Town Attorney _Finance
NAPPw\MANAGEMENT\COUNCIL \COUNCIL REPORTS\2013 Reports \121613 \I3 -31 Almond Grovesteertrehab.doex
PAGE 2
DECEMBER 2, 2013
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -31 —ALMOND GROVE STREET REHABILITATION
PROJECT 811 -0003
BACKGROUND (cont'd):
concrete street reconstruction. Staff has been working over the past year to address the loss of
Redevelopment Agency (RDA) funding. In summer 2012, a Successor Agency to the Town's
former RDA was formed as required by State law, and various funding options have been
evaluated to address former redevelopment related projects.
While the issues regarding the Town's former RDA were being resolved, staff acted proactively
to identify funds for the asphalt streets in the upper part of the Almond Grove area (e.g.,
Pennsylvania, Hernandez, Chestnut, Laurel, and Overlook.) This work was completed by the
end of summer 2013, successfully resurfacing all 21 asphalt streets in Almond Grove.
The reconstruction of the remaining 10 concrete streets in the neighborhood is more complex
than a simple resurfacing because of the poor condition of the streets. In addition to the streets,
the curbs, gutters, and sidewalks have also deteriorated. The curbs, gutters, and sidewalks in the
Almond Grove area were not built to current concrete construction standards, but rather are
constructed of a thin concrete face, directly on a gravel and dirt base. As a result, the curbs and
sidewalks have a significant amount of cracking and have been uplifted by tree root growth and
aging. These conditions mean that the concrete streets in the Almond Grove area are now in
need of full reconstruction.
The Almond Grove and Broadway areas are classified as historic districts. To comply with the
Town Code, the street surfaces in these districts should remain concrete construction to retain the
historic character of this neighborhood.
DISCUSSION:
An analysis and value engineering for the reconstruction of concrete streets in Almond Grove
was performed in spring 2013 and it has been determined that a reconstruction cost of all 10
streets in this neighborhood will exceed $13 million. Because of the high cost of reconstruction,
this project will span multiple years and be completed in phases to utilize the funding that is
available. The $4 million funding that has already been allocated in the FY 2013 -14/15 Capital
Improvement Program Budget will provide enough funding to reconstruct the first phase of this
neighborhood street reconstruction project, which will include Tait Avenue, Bachman Street, and
Broadway Avenue. These 3 streets are the most heavily used streets in the Almond Grove
district, are in worse condition than the rest of the streets in the neighborhood, and constitute the
access "backbone" for the neighborhood. Staff will continue to look for other sources of funding
(i.e., grants) to supplement any future funding that may be allocated by Town Council in the
coming years to reconstruct additional streets in this neighborhood.
PAGE 3
DECEMBER 2, 2013
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -31 — ALMOND GROVE STREET REHABILITATION
PROJECT 811 -0003
DISCUSSION (cont'd):
Staff held a neighborhood meeting on October 17, 2013, with residents of the Almond Grove
area to discuss the upcoming Almond Grove Neighborhood Street Reconstruction Project and to
provide an update about the project design, and gather input from the residents on the project
construction. The meeting was attended by approximately 56 residents. At the meeting,
consensus was reached on the phased project approach and staff presented the prospects of
funding for future phases.
This street reconstruction project has many details including construction phasing, driveway
access, on- street parking, trees and planters, all of which will be addressed during the design
phase over the upcoming months. Engineering staff will hold a follow -up neighborhood meeting
in spring 2014 with the area residents to present the actual design concept and preliminary plans
to ensure that resident questions and input have been addressed. In past years, the Town has
worked closely with residents and merchants to minimize inconveniences due to construction
projects in and around downtown and will continue to do so in the reconstruction of concrete
streets in the Almond Grove area.
In preparation for starting the design of this project, staff prepared a request for proposal and sent
it to seven (7) qualified civil engineering consultants who had performed similar design in
historic neighborhoods for other municipalities. On October 16, 2013, staff reviewed the project
scope and details with interested consultants at a pre - proposal meeting. On November 4, 2013,
the Town received proposals for the design of this project from the firms BKF Engineers Inc.,
and Nichols Consulting Engineers. Staff reviewed the proposals and determined that only the
firm of Nichols Consulting Engineers best fulfilled the project requirements and was best
qualified to perform the design of this project.
Staff conducted a follow up interview and discussion with Nichols Consulting Engineers on
November 19, 2013. Staff believes that Nichols Consulting Engineers has a thorough
understanding of this project and its unique features and that this firm is best suited to conduct
the design for this project. This firm has designed a number of similar concrete streets and
structure projects in San Francisco, Sacramento, and other locations nationwide. In addition,
Nichols Consulting Engineers has the lowest design fee for the project. The following is the
design cost as proposed by each firm:
Nichols Consulting Engineers $298,500
BKF Engineers Inc. $343,541
CONCLUSION
Staff recommends that the Town Council authorize the Town Manager to execute a consultant
design services agreement with Nichols Consulting Engineers in an amount not to exceed
$298,500.
PAGE 4
DECEMBER 2, 2013
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -31 — ALMOND GROVE STREET REHABILITATION
PROJECT 811 -0003
CONCLUSION (cont'd):
Furthermore, due to the variables associated with this unique type of project, it is further
recommended that the Town Council authorize staff to execute future design change orders to
the agreement in an amount up to $30,000 for additional design and analysis.
ENVIRONMENTAL ASSESSMENT:
The project is Categorically Exempt pursuant to Sections 15301 (c), 15303(e) and 15304(b) of
the State CEQA guidelines.
FISCAL IMPACT:
There are sufficient funds available for this project as demonstrated by the table below.
Available
F Budget Fncumbered` - Contract
FY2013 /14 Fiscal Imnact Funding To Date a Amount
;411 -811 -0003 r $ 537,952: $ 189 ; ? $ 328,500
`TOTAL $ 537,952 $ 189 ; $ 328,500
Construction j i '.. $