Staff Report.IpWN OF
!ps &Rtes
DATE:
TO:
FROM:
SUBJECT:
MEETING DATE: 05/19/15
ITEM NO: 9
COUNCIL AGENDA REPORT
MAY 8, 2015
MAYOR AND TOWN COUNCIL f
LES WHITE, INTERIM TOWN MANAGE
PPW JOB NO 13 -31 — ALMOND GROVE STREET REHABILITATION
PROJECT PHASE IA (BROADWAY /BACHMAN) 411 -811 -0003
STAFF RECOMMENDS THAT THE TOWN COUNCIL:
A. APPROVE PLANS AND SPECIFICATIONS FOR THE ALMOND GROVE
STREET REHABILITATION PROJECT PHASE IA
(BROADWAY /BACHMAN) AND AUTHORIZE STAFF TO ADVERTISE
THE PROJECT FOR BID.
B. AUTHORIZE THE TOWN MANAGER TO AWARD AND EXECUTE A
CONSTRUCTION AGREEMENT IN AN AMOUNT NOT TO EXCEED
$2,861,812, WHICH INCLUDES CONTINGENCIES OF FIFTEEN
PERCENT, WITH THE LOWEST RESPONSIVE BIDDER.
RECOMMENDATION:
Staff recommends that the Town Council:
1. Approve plans and specifications for the Almond Grove Street Rehabilitation Project Phase
1 A (Broadway /Bachman) and authorize staff to advertise the project for bid.
2. Authorize the Town Manager to award and execute a construction agreement in an amount
not to exceed $2,861,812, which includes contingencies of fifteen percent, with the lowest
responsive bidder.
BACKGROUND:
The Almond Grove Street Rehabilitation project will renew the streets, curb and gutter, and
sidewalks in the Almond Grove and Broadway historic districts. This project began with the
rehabilitation of asphalt streets in the area in 2013 with a rubber cape seal project.
The remainder of the project will provide for the rehabilitation of ten concrete streets in the
Almond Grove and Broadway Historic Districts. In addition to the concrete streets, the project
includes reconstruction of the curb, gutter, and sidewalk sections as well as driveway approaches
and accessibility ramps. The first phase of the project will address work on Broadway and
Bachman in the summer of 2015, with Tait Avenue scheduled for 2016 as Phase 1 B. Phase 1 in
its entirety has appropriated funds of approximately $3,700,000. Staff anticipates that the current
allocated funding will allow for rehabilitation of Broadway Avenue and Bachman Avenue.
PREPARED BY: MATT MORLEY
Director of Parks and Public Works
Reviewed by:
stant Town Manager A&VTown Attorney ,ej t+inance
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -31 — ALMOND GROVE STREET REHABILITATION
PROJECT PHASE IA 411- 811 -0003
MAY 8, 2015
BACKGROUND (cont'd):
Additional funds will most likely be needed for the reconstruction of Tait Avenue; however, this
will depend on the bidding climate and bids received. Funding for any additional amount needed
to reconstruct Tait Avenue and for the remaining seven streets has not yet been identified.
At the December 17, 2012 Town Council meeting, staff provided an update to Council on
rehabilitation options for the project and requested that Council provide input to staff regarding
the project, including pavement material. Council instructed staff to hold discussions with the
community on various project options including pavement choices for the rehabilitation of the
streets.
At the December 2, 2013 Town Council meeting, Council authorized the Town Manager to
execute a consultant design services agreement with Nichols Consulting Engineers for the design
of the Phase I Almond Grove Street Rehabilitation project, which included Broadway, Bachman
and Tait Avenue, in an amount not to exceed $298,500. In addition, Council authorized staff to
execute future change orders in the amount of $30,000. Community outreach was conducted and
discussed below.
Staff provided a design update to the Council on the project at the March 3, 2015 Town Council
meeting. Staff requested Council provide direction on preparing bid documents to allow for
bidding the project for both concrete and asphalt pavement and provide other design direction as
desired. Council directed staff to design the project for bid with concrete pavement. In alignment
with this Council direction, staff has undertaken no additional work towards design or costing for
asphalt.
DISCUSSION:
The proposed improvements on Broadway and Bachman will complete the part A of the Phase 1
Almond Grove Street Rehabilitation project. Part B of the Phase 1 project, reconstruction of Tait
Avenue, is scheduled for the summer of 2016. The development of the final project plans and
specifications for the Almond Grove Street Rehabilitation project is the culmination of several
years of design development and community outreach on the project. The public outreach on the
Almond Grove Rehabilitation project has been unprecedented and includes:
• Six Community meetings conducted by PPW staff
• 'Three Community update reports mailed
• Community ballot on paving material preference mailed and tabulated
• Three update reports to Historic Preservation Committee (HPC)
• Presentation to the HPC with community outreach
• Design discussion and presentation to Council with community outreach
• Numerous community notifications by mail, Almond Grove e -mail list, and Next Door on
public meetings as well as Committee and Council meetings
• Establishment of an Almond Grove website for residents to obtain current project
information
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -31 — ALMOND GROVE STREET REHABILITATION
PROJECT PHASE IA 411 - 811 -0003
MAY 8, 2015
DISCUSSION (coned):
The goals for the project were established based on this extensive public outreach and Council
direction. A central goal of the project is to deliver streets that the Town and community will be
proud of and will complement the surrounding Almond Grove and Broadway Historic Districts.
Discussion of the streets has revolved around the use of pavement materials, street width, trees,
and cost containment. Staff has taken these issues seriously and addressed them in detail.
• Paving materials — Move forward with concrete pavement per Council direction.
• Trees — Remove only dead, diseased, or inappropriate street trees.
• Street width — Keep streets as wide as possible.
• Cost containment — Keep sidewalk sections that are in good condition, meet ADA, and
work with the new street design, minimize costly utility relocations
The last two public meetings were held on April 1st and 2 "a of this year with residents of
Broadway and Bachman to discuss construction impacts and specific impacts to planter strips
and street trees in front of their properties. In addition to these meetings, staff has been
contacting residents by phone and e -mail and holding individual meetings with homeowners to
discuss these issues. Based on the meetings with the homeowners and discussions with the
Town Arborist, approximately 70 street trees will be added and 40 street trees removed. Street
trees scheduled for removal are unsuitable street trees or trees that are diseased or dying.
Replacement trees include Chinese Pistasche and Red Maple. These trees were chosen for their
suitability as street trees, their beauty, and their substantial canopy.
Maintaining a healthy tree canopy is a goal of the project and integral to the historic nature of the
Almond Grove neighborhood. As discussed with Council during the March 3, 2015 Council
meeting, the project includes minor widening of some of the park strips to achieve the Town
standard four foot width, which will promote healthy tree growth and provide protection for the
new infrastructure. The design stays true to the combined historic balance of tree canopy and
street width. Street sections that are currently narrow will not change in width. For example,
(although not included in this project approval) the narrow section of Tait Avenue between Main
Street and Bean Avenue will not change in width.
Town staff has discussed possible construction impacts with residents at the community meetings.
These impacts will be significant and include noise, limited vehicle access to residences, and
limited traffic circulation and on- street parking, among other typical construction impacts. Parks
and Public Works staff is requiring the contractor to hold separate meetings with residents of
Broadway and Bachman to discuss the project construction schedule and construction impacts
before the start of the project. Additionally, strict resident notification of the work is included as a
contract requirement, with which Town staff will ensure full compliance.
The total available project budget for this improvement is $3,912,583 and is programmed from
the Town's General Fund Allocated Reserves (GEAR). To date $215,559 has been encumbered
or expended for design costs, leaving a balance for construction and contingencies of
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -31 — ALMOND GROVE STREET REHABILITATION
PROJECT PHASE IA 411- 811 -0003
MAY 8, 2015
DISCUSSION (cont'd):
$3,697,024. Contingencies provide for unexpected costs during the project construction. For
this project, staff has included a 15% contingency. The engineer's estimate for construction is
$2,384,843, including this contingency amount. Staff recommends authorization for the Town
Manager to award this project up to the amount of the engineer's estimate (with contingencies)
plus 20% to allow for bid variations for a total of $2,861,812. Should project bids including
required contingencies exceed $2,861,812, staff will return to the Town Council with alternatives
prior to award.
Plans and specifications for this project are available for review in the Clerk Department on the
Friday before the Town Council meeting. In addition, staff is working to prepare and post on the
Town's website summary exhibits describing the scope of the work. If the Town Council
approves this project, the project will be advertised for bids and the Town Manager will award
and execute a construction agreement not to exceed $2,861,812 to the lowest responsive bidder.
ALTERNATIVE RECOMMENDATION:
Council could provide direction based on the following alternative:
Alternative: Request staff to return to Council for award of project. Staff has not recommended
this alternative as this will substantially delay the start of construction. The bid opening is
scheduled for June 11, 2015 to meet public contract code requirements on bid time frames and to
allow for bidder outreach. Review of bids for responsiveness and preparation of the Council
Report would require a return to Council in August under this alternative. This will push the
earliest possible construction start date into the fall and the risk of rain and interruption of
important community events, such as Christmas holiday celebrations, would necessitate a move
of the construction start to the spring of 2016.
CONCLUSION:
Staff recommends that the Town Council approve the plans and specifications for the Almond
Grove Street Rehabilitation project Phase lA and authorizing staff to advertise the project for
bid. In addition, it is recommended that the Town Council authorize the Town Manager to
award and execute a construction agreement in an amount not to exceed $2,861,812, which
includes contingencies of fifteen percent, with the lowest responsive bidder.
ENVIRONMENTAL ASSESSMENT:
This project is Categorically Exempt pursuant to Section 15301 (c) of the State CEQA
Guidelines. A Notice of Exemption has been filed.
PAGE 5
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13-31 — ALMOND GROVE STREET REHABILITATION
PROJECT PHASE IA 411-811-0003
MAY 8, 2015
FISCAL IMPACT:
There are sufficient funds for this proposed project, as shown in the fiscal table below.
Available
Budget
FY 2014/15 Fiscal Impact Funding
Expended/
Encumbered
To Date
Proposed
Contract
Amount
411-811-0003 $ 3,912,583 $ 215,559 $2,384,843
TOTALS
$3,912,583 $ 215,559 $2,861,812 $ 835,212
Proposed Contract Plus 15% Contingency $2,384,843
20% for Bid Variations $476,969
TOTALS $2,861,812
Attachments:
1. Public comments received through 11:00 a.m. Thursday, May 14, 2015.