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HomeMy WebLinkAboutItem 2f: Withdrawal of Low Bidder TSR and Contract with ARC-Accucon for Sidewalk Accessibility Project: Colorado Street 4 of -4. ker eu`o.�� t" n s�ir`oi • �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 Immediately after the bid opening, the contractor realized a mistake and requested that the bid be allowed to be withdrawn.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 JK:PAW:TK:pa Attachments: Project Area Map — Exhibit A Mitigated Negative Declaration — Exhibit B Caltrans Comment Letter— Exhibit C 1 1 -----__i' 04 KHURST go � ►� � L __ Nay I1' ili ' '���'O r r 3I O . 2J SIDEWALK Bc 4 Q WALL 11.1,1 _ °`44 IIi;, i '.i kO'' ' '-----\i - NEW CROSSWALK *,■ ilD Q f i'o 1 I • I • :.; ENGINEER: `"4`���"`'� ' COLORADO STREET it.41! 1;1 ki 41 CONSTRUCTION START DATE: SIDEWALK SCALE: NTS t I Ayw,f.Iftl 1-14 (1O\ j• 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"