HomeMy WebLinkAboutItem 2f: Withdrawal of Low Bidder TSR and Contract with ARC-Accucon for Sidewalk Accessibility Project: Colorado Street 4 of
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�uaityof STAFF REPORT
Development Services Department
DATE: May 1, 2012
TO: Mayor and City Council
FROM: Jason Kruckeberg, Assistant City Manager/Development Services Director,XX
Philip A. Wray, Deputy Director of Development Services/City Engineer wl
Prepared by: Tim Kelleher, Assistant Engineer
SUBJECT: AUTHORIZE THE CITY MANAGER TO CONSENT TO THE
WITHDRAWAL REQUEST FROM THE APPARENT LOW BIDDER, TSR
CONSTRUCTION, AND EXECUTE A CONTRACT WITH THE NEXT
LOWEST BIDDER, ARC-ACCUCON, IN THE AMOUNT OF $156,800,
APPROVE A 15% CONTINGENCY, APPROVE AN ADDITIONAL
APPROPRIATION OF $60,000 FROM CDBG FUNDS AND ADOPT THE
MITIGATED NEGATIVE DECLARATION FOR THE SIDEWALK
ACCESSIBILITY PROJECT FOR COLORADO STREET BETWEEN
COLORADO PLACE AND HARVARD DRIVE
Recommended Action: Approve
SUMMARY
On January 4, 2011, the City Council approved the Statement of Objectives and
Projects for the expenditure of Fiscal Year 2011-12 Community Development Block
Grant (CDBG) funds. Included in the expenditures was a project to construct a sidewalk
along the west side of Colorado Street from Colorado Place to Harvard Drive. This
project was selected as a solution to the complaints received regarding access to bus
stops on the west side of Colorado Street/ Place.
The project includes sidewalk, retaining wall, handicapped ramps, a crosswalk, and
pedestrian phase traffic signal improvements. Because the parkway has a substantial
slope, a retaining wall is required to safely construct the sidewalk and protect adjacent
properties. An Initial Study (IS) and a Mitigated Negative Declaration (MND) were
prepared to address any environmental issues that may arise.
On April 5, 2012, sealed bids for the subject project were opened. The low bidder, TSR
Construction, was nearly $50,000 lower than the next low bid and 60% lower than the
median bid. Immediately after the bid opening, the contractor realized a mistake and
requested that the bid be allowed to be withdrawn.
Staff Report—Award Contract
May 1, 2012
Page 2
The next low bidder is Arc-Accucon in the amount of $156,800. Staff recommends that
the City Council award the contract to Arc-Accucon in the amount of $156,800 and
authorize a 15% contingency for unforeseen conditions.
Staff also recommends that the City Council appropriate an additional $60,000 to the
current budget of $170,000. The preliminary project estimate used for the Capital
Improvement Program budget was prepared without the benefit of a survey or structural
consultation and was based on limited information. The final retaining wall, designed by
a structural engineer, was more extensive than originally estimated because of the
height required to retain the steep slope. Now that the actual bid price is known, staff
recommends the additional appropriation. The proposed additional appropriation will be
from available CDBG funds.
BACKGROUND
The City of Arcadia receives an annual allotment of Community Development Block
Grant (CDBG) funds from the U.S. Department of Housing and Urban Development
(HUD). The funds can be used for a variety of programs and projects that meet HUD's
broad objective of providing decent housing and a suitable living environment. How and
where the funds are used are largely at the discretion of individual agencies. To this
end, a "Statement of Objectives and Projects for Use of CDBG Funds" is annually
approved by the City Council.
A portion of the total annual allotment may be appropriated for community development
improvements such as sidewalks and curb ramps. On January 4, 2011, the City
Council approved the Statement of Objectives and Projects which included $170,000 to
construct sidewalk from the intersection of Colorado Street and Colorado Place to
Harvard Drive along the west side of Colorado Street. There has never been a sidewalk
on the west side of Colorado Street because of an extremely steep slope, making
access along the west side of Colorado Street impractical. Consequently, there is no
safe pedestrian access along the west side of Colorado Street.
Over the years, staff has received complaints from residents north and east of the
intersection, some elderly or handicapped, that the bus stops on the west side of
Colorado Street / Place are inaccessible due to the lack of street crossings and
sidewalks on the west side. The City's project will connect the east side of Colorado
Street/ Place to the bus stop with a pedestrian crosswalk at the Colorado Place and
Colorado Boulevard (see Exhibit A-Area Map) intersection traffic signal and a
sidewalk from the traffic signal up to Harvard Drive. With the extensive slope that
currently exists in the parkway, a retaining wall is required to create a space for the
sidewalk and safely protect the slope without impacting adjacent properties.
DISCUSSION
The Engineer's Estimate for the project was $200,000. Bids for the project were
opened on Thursday April 5, 2012. There were 11 bidders as follows:
Staff Report -Award Contract
May 1, 2012
Page 3
TSR Construction & Inspection $110,850.00
(Bidder requested withdrawal)
Arc-Accucon $156,800.00
E C Construction $159,863.01
Pacific Construction $163,600,00
Yakar $176,334.00
Martinez Concrete $177,172.50
Perry Thomas Construction $180,426.00
Gentry Brothers $188,650.00
Vido Samarzian $211,250.00
G Coast Construction $212,950.00
4-Con Engineering $299,500.00
After the bids were opened it was evident that the low bid, TSR Construction, had made
a clerical error. TSR has requested in writing that their bid be withdrawn. Staff is of the
opinion that there is a mathematical error in the bid and recommends that the City
Council accept TSR's withdrawal request and award to the next lowest, responsible
bidder which is Arc-Accucon. Staff has investigated Arc-Accucon's background. Arc-
Accucon has the required license, is eligible to provide federally funded projects and
has done similar projects. Staff is also requesting a larger contingency of 15%. The
typical contingency for capital projects is 10%, but because of some uncertainties in the
impact of the wall and the potential need for additional measures, the
additional contingency will give staff some additional funding authority when evaluating
potential needs or changes.
In the 2011/2012 CIP, the City Council approved the budget for this project in the
amount of $170,000 of CDBG funds. The project scope and estimate were prepared in
early 2011 without the benefit of a detailed survey and conceptual plans. Consequently,
the size and cost of the retaining wall were underestimated. Now that there is an actual
bid price, staff is able to determine the total project costs. The total cost is as follows:
Design: $20,000
Environmental: $5,000
Inspection: $15,000
Administration: $10,000
Construction: $156,800
Contingency: $23,200
Total: $230,000
Based on the updated cost estimate, staff is requesting an additional appropriation of
$60,000. There are adequate CDBG carry-over funds from past years that may be
used to fill in the shortfall. Staff is requesting an additional $60,000 in CDBG funds be
appropriated to this project.
Staff Report—Award Contract
May 1, 2012
Page 4
ENVIRONMENTAL IMPACT
Due to the slope and vegetation in this area, staff prepared an IS and MND to address
any environmental issues that may arise. In particular, there were three issues that
were of concern: The impact of constructing a retaining wall into a steep embankment,
the removal of existing trees (Coast Live Oaks) that are in the path of the proposed
sidewalk, and the impacts of removing a privacy hedge at the southeast corner of
Harvard Drive and Colorado Street. As a mitigation measure, the project will replace
the removed trees at a ratio of 2:1. Also, the project will replace the removed hedge
with the same species behind the new sidewalk.
The IS and MND have been noticed and made available for review for the 30-day period
required under CEQA. The review period closed on April 18, 2012. One general
comment letter was received from Caltrans in regard to managing storm water run-off
from the project area.
FISCAL IMPACT
The City Council approved $170,000 in CDBG funds for the Colorado Sidewalk
Accessibility project in the 2011/2012 Capital Improvement Program. The budgeted
amount is inadequate to cover all costs involved to complete the project. Staff has
projected the total cost to be $230,000 which includes plans, specifications,
environmental assessment, inspection, and administration. There are adequate CDBG
carry-over funds from past years that may be used to fill in the shortfall. Staff is
requesting that the City Council authorize the additional appropriation of $60,000 of
CDBG funds to this project.
RECOMMENDATION
It is recommended that the City Council authorize the City Manager to consent to the
withdrawal request from the apparent low bidder, TSR Construction, execute a contract
with the next lowest bidder, Arc-Accucon, in the amount of $156,800, approve a 15%
contingency, approve an additional appropriation of $60,000 from CDBG funds, and
adopt the Mitigated Negative Declaration for the Sidewalk Accessibility Project for
Colorado Street between Colorado Place and Harvard Drive.
Approved By:
Dominic zz , City Manager
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Attachments: Project Area Map — Exhibit A
Mitigated Negative Declaration — Exhibit B
Caltrans Comment Letter— Exhibit C
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a` Exhibit A
�uaur of
IOW 240 W.HUNTINGTON DRIVE
74 ARCADIA,CA 91007
NOTICE OF INTENT TO ADOPT A MITIGATED NEGATIVE DECLARATION,
Notice is hereby given that the public agency named below has completed an Initial Study of the following
described project at the following location:
Public Agency: City of Arcadia— Development Services Department/Engineering Services
Project Name: Colorado Street Sidewalk Improvement
Project Location— Identify Southwest side of Colorado Street from Colorado Boulevard to Harvard Drive
street address and cross
streets or attach a map
showing project site
(preferably a USGS 15'or 7
1/2' topographical map
identified by quadrangle
name):
This Initial Study was completed in accordance with the Lead Agency's Guidelines implementing the California
Environmental Quality Act. This Initial Study was undertaken for the purpose of deciding whether the project
may have a significant effect on the environment. On the basis of such Initial Study, the Lead Agency's Staff
has concluded that the project will not have a significant effect on the environment, and has therefore prepared
a Draft Negative Declaration/Mitigated Negative Declaration. The Initial Study reflects the independent
judgment of the Lead Agency.
❑ The Project site IS on a list compiled pursuant to Government Code section 65962.5.
® The Project site IS NOT on a list compiled pursuant to Government Code section 65962.5.
❑ The proposed project IS considered a project of statewide, regional or areawide significance.
• The proposed project IS NOT considered a project of statewide, regional or areawide significance.
❑ The proposed project WILL affect highways or other facilities under the jurisdiction of the State
Department of Transportation.
• The proposed project WILL NOT affect highways or other facilities under the jurisdiction of the State
Department of Transportation.
❑ A scoping meeting WILL be held by the lead agency.
® A scoping meeting WILL NOT be held by the lead agency.
Copies of the Initial Study and Draft Mitigated Negative Declaration are on file and are available for public
review at the Planning and Engineering Services, City Hall, 240 W. Huntington Drive, Arcadia, CA 91007.
Arcadia City Hall is open Monday through Thursday from 7:30 a.m. to 5:30 p.m., and on alternate Fridays from
7:30 a.m.to 4:30 p.m. City Hall will be closed on Friday, April 6, 2012.
Comment Period: The review period for the proposed Mitigated Negative Delcaration (MND) begins on
March 30, 2012 and ends on April 18, 2012. Written comments must be received by 5:30 p.m.on the last
day of the review period and addressed to:
City of Arcadia
Attn: Lisa Flores, Senior Planner
240 W. Huntington Drive
P.O Box. 60021
Arcadia, CA 91066-6021
If you have any questions, you may contact Lisa Flores at (626) 574-5445 or by email at
Iflores @ci.arcadia.ca.us.
NOI to Adopt Neg.Dec.,Mit.Neg.Dec.\2011 1 FORM`D"
Exhibit B
t../1.1 I V r 21/11-41/11/1
240 W.HUNTINGTON DRIVE
rF�t r•• ARCADIA, CA 91007
..dairy,et 9e
The Lead Agency will consider the project and the Draft Mitigated Negative Declaration at its meeting on:
Date: May 1, 2012—City Council Time: 7:00 p.m. at City Council Chambers at Arcadia City Hall
Meeting located at 240 W. Huntington Drive, Arcadia, CA
If the Lead Agency finds that the project will not have a significant effect on the environment, it may adopt the
Mitigated Negative Declaration. This means that the Lead Agency may proceed to consider the project
without the preparation of an Environmental Impact Report.
Date Received _
for Filing: Lisa Flores
Staff
(Clerk Stamp Here)
Senior Planner
Title
NOI to Adopt Neg.Dec.,Mit.Neg.Dec.\2011 2 FORM`D"
STATE OF CALIFORNIA-43USINESS.TRANSPORTATION AND HOUSING AGENCY EDMUND G.BROWN,JR.,Governor
DEPARTMENT OF TRANSPORTATION
•
DISTRICT 7,REGIONAL PLANNING i 1MM
IGR/CEQA BRANCH
100 MAIN STREET,MS#16
LOS ANGELES,CA 90012-3606 Flex your power!
PHONE: (213)897-9140 Be energy efficient!
FAX: (213)897-1337
April 13, 2012
IGR/CEQA No. 120405AL-MND
Colorado Street Sidewalk Improvement
Vic. LA-210/PM 31.88
Mr. Tim Kelleher
City of Arcadia
Community Development Division
P.O. Box 60021
Arcadia, CA 91066-6021
Dear Mr. Kelleher:
Thank you for including the California Department of Transportation (Department) in the
environmental review process for the above referenced project. The proposed project is to
construct about 330 feet of new sidewalk along the west side of Colorado Street between
Harvard Drive and West Colorado Boulevard.
Storm water run-off is a sensitive issue for Los Angeles and Ventura counties. Please be mindful
that projects should be designed to discharge clean run-off water. Additionally, discharge of
storm water run-off is not permitted onto State highway facilities without any storm water
management plan.
Transportation of heavy construction equipment and/or materials, which requires the use of
oversized-transport vehicles on State highways, will require a transportation permit from the
Department. It is recommended that large size truck trips be limited to off-peak commute
periods.
If you have any questions, please feel free to contact Alan Lin the project coordinator at (213)
897-8391 and refer to IGR/CEQA No. 120405AL.
Sincerely, __
4-01.444,c DIANNA WATSON
IGR/CEQA Branch Chief
cc: Scott Morgan, State Clearinghouse
Exhibit C
"Caltrans improves mobility across California"