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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.