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Staff Reportwx o ' VV t�s c%io COUNCIL AGENDA REPORT DATE: FEBRUARY 4, 2016 TO: MAYOR AND TOWN COUNCIL FROM: LAUREL PREVETTI, TOWN MANAGER MEETING DATE: 02/16/16 ITEM NO: 7 SUBJECT: PPW JOB NO. 13 -31 —ALMOND GROVE STREET REHABILITATION PROJECT 411- 811 -0003 A. APPROVE THE AWARD OF THE LOW BID FROM REDGWICK CONSTRUCTION AND AUTHORIZE THE TOWN MANAGER TO EXECUTE AN AGREEMENT FOR ASPHALT RECONSTRUCTION OF BROADWAY AND BACHMAN IN AN AMOUNT NOT TO EXCEED $2,275,429, INCLUDING A CONTINGENCY AMOUNT OF 15 %; OR APPROVE THE AWARD OF THE LOW BID FROM VANGUARD CONSTRUCTION AND AUTHORIZE THE TOWN MANAGER TO EXECUTE AN AGREEMENT FOR CONCRETE RECONSTRUCTION OF BROADWAY AND BACHMAN AVENUES IN AN AMOUNT NOT TO EXCEED $2,716,077, INCLUDING A CONTINGENCY AMOUNT OF 15 %; B. REJECT ALL OTHER BIDS FOR THE ALTERNATIVE PROJECT (ASPHALT OR CONCRETE) NOT AWARDED. RECOMMENDATION: Staff recommends that the Town Council: 1. Approve the award of the low bid to Redgwick Construction and authorize the Town Manager to execute an agreement for asphalt reconstruction of Broadway and Bachman in an amount not to exceed $2,275,429, including a contingency amount of 15 %; or Approve the award of the low bid from Vanguard Construction and authorize the Town Manager to execute an agreement for concrete reconstruction of Broadway and Bachman Avenues in an amount not to exceed $2,716,077, including a contingency amount of 15 %; 2. Reject all other bids for the alternative project (concrete /asphalt) not awarded. PREPARED BY: MATT MORLEY Director of Parks and Public Works Reviewed by: Assistant Town Manager Town Attorney Finance PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 13 -31 — ALMOND GROVE STREET REHABILITATION PROJECT 411 - 811 -0003 FEBRUARY 4, 2016 The Almond Grove Street Rehabilitation project is intended to renew the streets and rehabilitate curb, gutter, and sidewalks consistent with Council direction 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. All ten streets in the area are in need substantial reconstruction. Council has discussed this project over several Council meetings as summarized below: 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 reconstruction of the streets. December 2, 2013 Town Council meeting - Council authorized the Town Manager to execute a consultant design services agreement with Nichols Consulting Engineers (NCE) for the design of the Phase I Almond Grove Street Rehabilitation project, which included Broadway, Bachman, and Tait Avenues, in an amount not to exceed $298,500. In addition, Council authorized staff to execute future change orders in the amount of $30,000. March 3, 2015 Town Council meeting - Staff provided a design update and requested that the 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. At that time, the Council directed staff to design the project for bid with concrete pavement. May 18, 2015 Town Council meeting - Staff requested Council approval of the plans and specifications for the reconstruction of Broadway and Bachman Avenues in concrete and allow bid and award of these two streets within a specified budget. At that time, Council requested that staff provide estimated costs for reconstruction of all of the Almond Grove and Broadway Historic District concrete streets and return to Council with information on funding options for all of these streets in conjunction with the discussion of the approval of the FY 2015/16 Capital Improvement Program (CIP) budget. June 19, 2015 Town Council meeting - During the FY 2015/16 CIP budget discussion at this meeting staff provided estimated costs for reconstruction of all of the Almond Grove and Broadway District concrete streets and provided Council with possible funding options for financing the complete reconstruction project. Staff told Council they would return in the fall to provide more detailed information regarding project funding and to further discuss the Almond Grove street design. September 16, 2015 Town Council meeting - Staff provided the information requested in June and Council provided direction to keep the existing curb line in place for all of the streets and to remove unsuitable street trees in accordance with the Town Tree Ordinance. The item was continued to the October 20, 2015 Town Council Meeting to allow for the provision of additional information. Additionally, at this meeting staff provided the Almond Grove Funding Plan and Funding Schedule (Attachment #1) to show how the reconstruction could be funded for both asphalt and concrete for all PAGE MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 13 -31 — ALMOND GROVE STREET REHABILITATION PROJECT 411 - 811 -0003 FEBRUARY 4, 2016 BACKGROUND (cont'd): ten streets. October 20, 2015 Town Council meeting - Council approved the plans and specifications for bidding Broadway and Bachman in both asphalt and concrete reconstruction, and provided the following additional direction: • The existing curb line is to remain in the same location. • Americans with Disabilities Act (ADA) improvements will be included where needed for compliance with the ADA while saving as much sidewalk as possible. • Trees will be handled per the tree ordinance, with an emphasis on trying to save trees. • A 5 -year no -cut rule will be set on the streets after constructed including a specified replacement practice if streets are cut. • Staff will return to Council for award of bids that includes life maintenance costs for both pavement materials. Additionally, at this meeting staff again provided the Almond Grove Funding Schedule to show how the reconstruction could be funded for both asphalt and concrete for all ten streets. At this time, Council requested that $12.2M shown on the funding plan be placed in a reserve for the Almond Grove streets and the Capital Projects Reallocation shown in the plan of $2,132,700 be placed on hold. The award of the contract will allow for the first phase of the project to address reconstruction of Broadway and Bachman in the summer of 2016. DISCUSSION: Project Plans and Specifications Redesign and Review as Directed by Council As discussed in the background of this report, during the September and October 2015 Council Meetings, Council requested staff to direct the consultant, NCE, to update the plans and specifications based on Council direction. NCE redesigned the plans to show the relocation of the curb line back to its current location, included ADA improvements as required, and worked to save as much sidewalk as possible in the design. NCE developed biddable plan sets for both a reconstruction of the streets in asphalt and a reconstruction of the streets in concrete. These changes have been included in the revised engineer's estimate. Additionally, as requested by Council, staff reviewed the trees to be removed in conjunction with the Town's tree ordinance. Wherever possible, existing street trees within the Almond Grove project area are retained. Consistent with recently amended provisions of the Town Code relating to tree protection, any tree identified for removal by the Town arborist will be posted and abutting property owners will be noticed prior to removal. PAGE 4 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 13 -31 — ALMOND GROVE STREET REHABILITATION PROJECT 411 - 811 -0003 FEBRUARY 4, 2016 DISCUSSION (cont'd): Bid Results for Broadway and Bachman with Asphalt Reconstruction and with Concrete Reconstruction The low bid for the reconstruction of Broadway and Bachman in asphalt was submitted by Redgwick Construction Company for a total bid amount of $1,978,633. The revised engineer's estimate based on the Council requested plan changes totaled $2,002,909. Ten bidders picked up the plans and seven bidders submitted bids for this project with a bid range of $1,978,633 to $2,504,440. Bid results are provided in Attachment 2. The low bid for the reconstruction of Broadway and Bachmann in concrete was submitted by Vanguard Construction for a total bid amount of $2,361,806. The revised engineer's estimate based on Council requested plan changes was $2,388,621. Ten bidders picked up the plans and a total of six bidders submitted bids for this project with a bid range of $2,361,806 to $2,892,128. Bid results can be reviewed in Attachment 3. This bid information was applied to the ten Almond Grove Streets. The table below provides the previous engineers estimate for all 10 streets from August 2015 and the new engineers estimate based on the bid results and plan changes noted in this paragraph. These costs include construction, contingency, design and construction management. Engineer's Estimates Concrete Asphalt August 2015 $18,953,112 $16,110,145 February 2016 (current) $16,741,707 $14,127,805 In addition to the plan changes requested by the Council, the revised engineer's estimates eliminated the costs associated with the removal of contaminated soil. Over the last several months, staff completed in- field testing and the results showed no soil contamination was present. Often, project costs include items that may or may not be required due to unanticipated circumstances. These are typically handled through a revocable contract item. Revocable items are only paid to the contractor if the work is necessary. Completing the soil testing ahead of the project allows for the elimination of this revocable item and helps to fine tune the estimate and the bids. On large complex projects, contractors often bring forward alternatives for project delivery. If the Council approves the contract awards, staff intends to work with the selected contractor on these options. These proposals may include alternatives to the project staging, methods of construction, or materials. These alternatives may benefit the Town in terms of the project schedule and/or overall project cost while retaining the essential requirements of the project. As is standard with construction projects, bids are valid for sixty calendar days. If the project is not awarded by March 31, 2016, the bids will be null and void. It is important to note that finalization of the construction agreement with the selected contractor, which includes the contractor securing bonds and insurance, can take up to six weeks. If a decision is made to not award a construction contract at the PAGES MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 13 -31 — ALMOND GROVE STREET REHABILITATION PROJECT 411- 811 -0003 FEBRUARY 4, 2016 DISCUSSION (cont'd): February 16, 2016 Council meeting, the construction schedule as noted in "Next Steps" paragraph of this report could change substantially, pushing the project construction into the winter months, which may cause delays and increased costs. Pavement Life Maintenance Costs Both asphalt and concrete pavement reconstruction options for Broadway and Bachman will provide good performance for the Town. Based on recent bidding results, asphalt has a lower initial construction cost than concrete ($1,978,633 for asphalt and $2,361,806 for concrete). This represents an initial cost savings of $383,173 by choosing asphalt. Council requested a discussion of the life maintenance costs for the project to allow for a balanced decision in choosing between concrete and asphalt pavement for Broadway and Bachman. Based on staff analysis, concrete paving provides a 50 year savings of $1.3 million based on the Town's current maintenance model. A discussion of pavement life cycle costs is included in Attachment 4. Asphalt /Concrete Pavement Advantages and Disadvantages: Below is a table with the advantages and disadvantages for asphalt and concrete pavement to help Council with their decision between the two pavement materials: Pavement Material Advantages Disadvantages Asphalt . Lower construction cost • Higher maintenance cost • Can be rehabilitated • Shorter life (25 years) • More conventional • Hotter surface Concrete • Lower maintenance cost • Higher construction cost • Longest lasting (50 years) • Cannot be rehabilitated • Cooler surface • Longer construction • Meets Historic Ordinance I time No -Cut Rule and Street Cut Replacement Practice for the Almond Grove Streets Staff recommends implementing a 5 -year "No -Cut" rule on the newly constructed streets. This would mean the street could not be cut except as needed for upgrading utility services for a new home and for emergency utility repairs. If these situations developed, the placement of the new utility lines would be installed by directional boring to minimize the impact to the pavement surface. Directional boring is a trenchless method of installing underground pipe by using a surface drill rig. This method can result in less of a disturbance to the paving surface. On the occasion where work does need to occur, replacement of sidewalk and curb and gutter would require replacement of the sections from joint to joint to allow for a more cohesive appearance. If concrete pavement is chosen for the reconstruction material, replacement of cut concrete pavement would require replacing the concrete pavement section from saw -cut joint to saw -cut joint for each section cut. As the jointing pattern is approximately 6'x6' for the concrete streets, the replacement PAGE 6 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 13 -31 — ALMOND GROVE STREET REHABILITATION PROJECT 411 - 811 -0003 FEBRUARY 4, 2016 DISCUSSION (cont'd): practice would require replacement of each 6'x6' panel cut. This would allow for better structural integrity of the pavement and prevent numerous patches in the new pavement. Next Steps Should the Council award a construction contract at the February 16, 2016 Council meeting, the following is the anticipated construction schedule: Construction Agreement Finalized March 29, 2016 Pre - Construction Meeting with Contractor Beginning of April 2016 Contractor Meetings with Residents Aril 2016 Contractor Begins Construction Mid May 2016 Construction Complete (Asphalt) October 2016 Construction Complete (Concrete) November 2016 CONCLUSION: Staff recommends that the Town Council: 1. Approve the award of the low bid to Redgwick Construction and authorize the Town Manager to execute an agreement for asphalt reconstruction of Broadway and Bachman in an amount not to exceed $2,275,429, including a contingency amount of 15 %; or Approve the award of the low bid from Vanguard Construction and authorize the Town Manager to execute an agreement for concrete reconstruction of Broadway and Bachman Avenues in an amount not to exceed $2,716,077, including a contingency amount of 15 %; 2. Reject all other bids for the alternative project (concrete /asphalt) not awarded. ALTNERVATIVES: Alternatively, the Council could direct staff to reject all bids. Staff does not recommend this as bids were submitted in line with the engineer's estimates and rejecting all bids would result in significant delay in rehabilitating the almond grove streets. 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 7 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 13 -31 — ALMOND GROVE STREET REHABILITATION PROJECT 411- 811 -0003 FEBRUARY 4, 2016 FISCAL IMPACT: There are sufficient funds for this proposed project, as shown in the fiscal table below. ALMOND (ROVE STREEr REHABILITATION PROJEC S11 -0003 -Includes Carryfor dBudget TOTAL EXPENDITURES/ENCUMBRANCES BYCATEGORY: Consultation Services $ 56,855 Advertising $ 790 Blueprint/Copy /Postage $ 422 Construction TOTALS $ 58,067 Attachments: 1. Almond Grove Funding Plan and Funding Schedule 2. Bid Results for asphalt reconstruction of Broadway and Bachman Avenues. 3. Bid Results for concrete reconstruction of Broadway and Bachman Avenues. 4. Discussion of Pavement Life Cycle Maintenance Costs. 5. Public Comment received through 11:00 a.m. Thursday, February 11, 2016. Adopted * Expended/ Total Budget Encumbered Available Consultant Construction Contract FY2015/16 Fiscal impact FY2015/16 FY2015/16 Balance Auard Award Amount Scenario A: Consultant Award $ 3,742,619 $ 58,067 $ 3,684,552 $ 762,190 $ 762,190 Scenario B: Asphalt Low Bid $ 3,742,619 $ 58,067 $ 3,684,552 $ 762,190 $ 2,275,429 $ 3,037,619 (with Consultant Approval) Scenario C: Concrete Low Bid $ 3,742,619 $ 58,067 $ 3,684,552 $ 762,190 $ 2,716,077 $ 3,478,267 (with Consultant Approval) -Includes Carryfor dBudget TOTAL EXPENDITURES/ENCUMBRANCES BYCATEGORY: Consultation Services $ 56,855 Advertising $ 790 Blueprint/Copy /Postage $ 422 Construction TOTALS $ 58,067 Attachments: 1. Almond Grove Funding Plan and Funding Schedule 2. Bid Results for asphalt reconstruction of Broadway and Bachman Avenues. 3. Bid Results for concrete reconstruction of Broadway and Bachman Avenues. 4. Discussion of Pavement Life Cycle Maintenance Costs. 5. Public Comment received through 11:00 a.m. Thursday, February 11, 2016.