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HomeMy WebLinkAboutItem 2f - Contract for Hugo Reid Neighborhood Safe Routes. GQsLIFORN —�9 A.6ust 5, 1903 V DATE: May 5, 2015 STAFF REPORT Development Services Department TO: Honorable Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director Philip A. Wray, Deputy Director of Development Services /City Engineer By: Tim Kelleher, Assistant Engineer SUBJECT: CONTRACT WITH EC CONSTRUCTION FOR THE HUGO REID NEIGHBORHOOD SAFE ROUTES TO SCHOOL PROJECT Recommendation: Find the project Categorically Exempt pursuant to the requirements of the National Environmental Protection Act ( "NEPA ") and approve the Contract SUMMARY In 2011, the City of Arcadia applied for a Federal grant from the Safe Routes to School ( "SRTS ") Program in the amount of $647,000 to improve the pedestrian infrastructure in the vicinity of Hugo Reid Elementary School. The grant program encourages the active involvement of the neighborhood school to develop programs to encourage use of the improvements to reach their school. The Arcadia Unified School District supports the program and the Hugo Reid Elementary School neighborhood was selected with the assistance of the District, the School Administration, and the School PTA. The project scope includes sidewalk and street improvements at the intersection of Golden West Avenue and Hugo Reid Drive, new sidewalk on Sunset Blvd., sidewalk enhancements at the intersection of Hugo Reid Drive and Altura Road, sidewalk and crosswalk enhancements at the intersection of Hugo Reid Drive and Corto Road, and sidewalk and crosswalk enhancements at the intersection of Hugo Reid Drive and Cabrillo Road. The City was awarded a grant of $647,000 with no required local match, and the City Council accepted the grant on November 15, 2011. Included in EC Construction's bid price are costs to relocate or modify City water infrastructure at $23,025. Because these improvements are not eligible for Federal funding, it is recommended that the City Council appropriate $23,025 in Water Funds to cover the costs of modifying the City's water equipment, plus a 10% contingency. A copy of the contract with EC Construction is attached to this staff report. Hugo Reid Neighborhood Safe Routes to School Project — Contract with EC Construction May 5, 2015 Page 2 of 5 BACKGROUND The Federal SRTS Program is authorized by Section 1404 of the Safe, Accountable, Flexible, Efficient Transportation Act: A Legacy for Users ( "SAFE TEA -LU "). The SRTS program provides funding for projects to remove barriers that prevent students from walking or bicycling to school. In recent years, the City has worked closely with the School District to seek out a school interested in the program. Two schools expressed interest and, upon evaluation of potential improvements, the City and the School District selected the Hugo Reid School Neighborhood as the best candidate. One of the goals of the Grant Program is to actively involve the School District to develop programs to encourage students to use the improvements. The Grant requires before - and -after studies to show the changes as a result of the project. Several meetings were held with the Hugo Reid Elementary School PTA to discuss the project, to encourage parents to allow their children to use the improvements, and to encourage the teachers and administrators to develop programs to assist. Meetings were also held with the neighborhood, both in open house settings and one -on -one meetings. The impacted property owners have been very supportive of the scope of work, and believe the project will be a significant improvement to the neighborhood. An application was submitted for the 2011 Federal SRTS competitive grant program. The scope included the following (see graphic attached as Exhibit "A "): • The Golden West Avenue and Hugo Reid Drive intersection. The current intersection alignment is the merging of two very broad curves, which creates two wide sweeping intersections with long unprotected pedestrian crossings. The proposed plan is to create two offset "T" intersections with three -way stop signs and short crosswalks at each. These improvements will improve sightlines, control speeds in the vicinity of the intersections, and provide short direct crosswalks at the stop controlled intersections. This also creates excess right -of- way that will be landscaped and offered to the adjacent property owners as part of the project. • Sunset Boulevard Sidewalk Construction. Currently there is no sidewalk on the east side of Sunset Boulevard between Portola Drive and Balboa Drive. There is an obvious need for sidewalk because of the existing pedestrian path worn into the landscaped parkway. This improvement presents a challenge due to the significant parkway slope. In order to build a standard sidewalk, the construction will include a retaining wall at the back of sidewalk, and reconstruction of existing driveways to adjust grades back onto private property. Hugo Reid Neighborhood Safe Routes to School Project — Contract with EC Construction May 5, 2015 Page 3 of 5 • Altura Road and Hugo Reid Drive Intersection. The Hugo Reid School neighborhood has a unique design for its street corners with unusually large - radius curb returns that make for longer pedestrian intersection crossings, from curb to curb. The large radius corners allow enough space for two vehicles to approach the intersection side -by -side and allows drivers to make right turns at higher speeds without completely stopping. This project will reconstruct the four corners of the intersection to tighten the corner curbs, which will shorten the pedestrian crossings and create a narrower effect and closer to standard intersection right turns. The project also proposes to extend the sidewalks away from the intersection for at least the corner property frontages to allow pedestrians a more desirable approach path than the street. • The Raised Crosswalk at Corto Road and Hugo Reid Drive. This intersection has the same design issues as discussed above. In addition, many parents park on Corto Road and walk their children to school, crossing Hugo Reid Drive at the intersection crosswalk. There are no sidewalks on either side of Corto Road so parents and children walk in the street. The project will reconstruct the corners as discussed above and will replace the existing crosswalk across Hugo Reid Drive with a raised /enhanced crosswalk. The new crosswalk will be raised approximately three - inches above the street surface and act as a speed hump. The crosswalk will have bow -outs at both ends, and enhanced striping and warning signs for approaching vehicles. The project also proposes to extend sidewalk on both sides of Corto Road approximately 150 feet north of the Hugo Reid Drive intersection. There are other proposed improvements in the neighborhood that were initially included in the scope of work. However, as the design progressed, some of these improvements had to be removed from the base scope and bid out as add - alternative items to keep the overall project within the budget. The following bid alternate is recommended to be included in this Project. • Cabrillo Road and Hugo Reid Drive. This intersection is included as Alternate Bid Item No. 1. The intersection is offset, but the intersection design is the same as discussed above. The project also proposes to extend sidewalk on Cabrillo Road, north of Hugo Reid Drive for approximately 50 feet. The total budget for the Safe Routes to School Project is $647,000, of which $10,000 is for training and education and $637,000 is for construction. Initially when the Grant was awarded to the City, it was assumed that the Federal funds would pay for all construction costs. During the funding authorization process with Caltrans, it was brought to our attention that utility relocation work is not eligible for funding under the Hugo Reid Neighborhood Safe Routes to School Project — Contract with EC Construction May 5, 2015 Page 4 of 5 Grant program. Caltrans ultimately approved the project and authorized the funding subject to the exclusion of the utility relocation work. An additional appropriation from the Water fund is requested to cover the additional cost of $25,328. The engineers estimate for the project is $630,000. DISCUSSION The project was advertised for bids in March and on April 7, 2015, six (6) bids were received as shown below: CONTRACTOR BASE BID ALTERNATE BID 1 EC Construction $538,022.92 $62,015.00 Excel Paving $617,489.50 $77,347.50 Toro Enterprises $698,766.00 $109,080.00 Takar $739,483.50 $100,755.00 All American $745,000.00 $78,000.00 Vido Samarzich $758,805.00 $108,490.00 The low bidder, EC Construction, is a very responsive company, and has been in business for many years. They have done many projects for the City of Arcadia. Although there is a significant gap between the low and second bid, EC Construction has expressed confidence in their bid and the capability to complete the work within the specified contract time. The bid documents were structured such that the low bidder determination is made from the "base bid ". Because the low bid of $538,022.92 is well under the budgeted amount, one additional alternate bid item can be added to the low bid. The following is a summary of the proposed project funding: ITEM FEDERAL WATER TOTAL Base Bid $538,022.92 Water facilities adjustment <$23,025.00> $23,025.00 Additional Alternate Item No. 1 $62,015.00 Subtotal $577,012.92 $23,025.00 $600,037.92 10% Contingency $57,701.00 $2,303.00 TOTAL $634,713.92 $25,328.00 $660,041.92 As a result of adding the additional Alternate Bid Item No. 1, and the additional appropriation for the Water facilities, with a 10% contingency, the Federal funded portion is within the budgeted amount. Hugo Reid Neighborhood Safe Routes to School Project — Contract with EC Construction May 5, 2015 Page 5 of 5 ENVIRONMENTAL IMPACT Because this is a Federal project, an extensive Preliminary Environmental Study was prepared under the guidelines of the National Environmental Protection Act ( "NEPA "). The conclusion of the study was that there would be no significant impacts to the environment, and therefore, the project was eligible for a Categorical Exemption under NEPA and required no further studies. Caltrans agreed with the study and the Categorical Exemption designation. FISCAL IMPACT The construction costs as bid are $600,037.92, and the 10% contingency is $60,004 for a total of $660,041.92. Of this amount, $25,328 is for water facilities construction and an additional appropriation from the Water Fund is requested. The remaining $634,713.92 will be paid from Federal Funds. RECOMMENDATION It is recommended that the City Council find the project Categorically Exempt pursuant the requirements of the National Environmental Protection Act ( "NEPA "), and approve a contract with EC Construction in the amount of $600,037.92 for the Hugo Reid Neighborhood Safe Routes to School Project, appropriate $23,025 of Water Funds to relocate water equipment, and approve a 10% contingency for both funds. Approved_ Dominic Lazartd City Manager Attachment: Exhibit "A" — Improvement Locations Map Contract with EC Construction CITY OF ARCADIA HUGO REID NEIGHBORHOOD SAFE ROUTES TO SCHOOL IMPROVEMENTS PROJECT NO. 41855513 FEDERAL AID PROJECT SRTSL - 5131(019) CONTRACT BETWEEN CITY OF ARCADIA AND E C CONSTRUCTION RVPUB\DRD \570015 GB - STATE & LOCAL (505/507/660) (7/24/00) (PROJECT NO. 41855513) CONTRACT FOR THE CITY OF ARCADIA HUGO REID NEIGHBORHOOD SAFE ROUTES TO SCHOOL IMPROVEMENTS PROJECT #41855513 Federal Aid Project SRTSL- 5131(019) 1. PARTIES AND DATE. This Contract is made and entered into this day of , 2015, by and between the CITY OF ARCADIA (hereinafter called the "Owner ") and E C CONSTRUCTION (hereinafter called the "Contractor "). 2. RECITALS. 2.1 The Owner is a charter City organized under the laws of the State of California, with power to contract for services necessary to achieve its purpose; 2.2 Contractor, in response to a Notice Inviting Bids issued by Owner on March 2015 has submitted a bid proposal for construction the HUGO REID NEIGHBORHOOD SAFE ROUTES TO SCHOOL IMPROVEMENTS PROJECT described in the Contract. 2.3 Owner has duly opened and considered the Contractor's bid proposal, and duly awarded the bid to Contractor in accordance with the Notice Inviting Bids and the other Bid Documents, and has given written notice to Contractor on [* *INSERT DATE * *]. 2.4 Contractor has obtained, and delivers concurrently herewith, Performance and Payment Bonds and evidences of insurance coverage as required by the Contract. 3. TERMS. 3.1 Incorporation of Documents. This Contract includes and hereby incorporates in full by reference the following documents, including all exhibits, drawings, specifications and documents therein, and attachments and addenda thereto: a. Notice Inviting Bids b. Instructions to Bidders C. Contract Bid Forms d. Contract e. Federal Requirements f. Contract Appendix Part "A" - General Conditions Part "B" - Supplementary General Conditions Part "C" - Special Provisions Part "D" - Specifications RVPUWDRD\570015 CONTRACT-1 GB - STATE & LOCAL (505/507/660) (7/24/00) (PROJECT NO. 41855513) Part "E" - Drawings (under separate cover) Part "F" - Performance Bond Part "G" - Payment Bond Part "H" - Escrow Agreement for Security Deposits (optional) ADDENDUM NO. dated The above documents, including the General Conditions, are an integral part of the Contract Documents. In addition to signing this Contract, Contractor shall initial this paragraph immediately below acknowledging that he or she has read, understood and agrees with all of the terms of the Contract Documents, including, but not limited to, provisions of the General Conditions relating to indemnification, insurance, standards of performance, termination, compensation and time of the essence performance. Contractor shall not disclaim knowledge of the meaning and effect of any term or provision of the Contract Documents, and agrees to strictly abide by their meaning and intent. In the event that Contractor fails to initial below, the Owner shall have the right to declare the Contract unexecuted and to award the Contract to another contractor in accordance with state law. Contractor's Initials 3.2 Contractor's Basic Obliaation. Contractor promises and agrees, at its own cost and expense, to furnish to the Owner all labor, materials, tools, equipment, services, and incidental and customary work for the construction Project necessary to fully and adequately complete HUGO REID NEIGHBORHOOD SAFE ROUTES TO SCHOOL IMPROVEMENTS PROJECT, Project No. 41855513, Federal Aid Project SRTSL- 5131(019), including any alternates selected by the Owner, and all structures and facilities described in the Contract (hereinafter the "Work "), for a total of six - hundred thousand thirty -seven dollars and ninety -two cents ($600,037.92), as specified in the Contract Bid Forms submitted by the Contractor in response to the above referenced Notice Inviting Bids. Such amount shall be subject to adjustment in accordance with the applicable terms of this Contract. All Work shall be subject to, and performed in accordance with the above referenced documents. 3.3 Standard of Performance. Contractor shall perform all Work under this Contract in a skillful and workmanlike manner, and consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Contractor represents and maintains that it is skilled in the professional calling necessary to perform the Work. Contractor warrants that all employees and subcontractors shall have sufficient skill and experience to perform the Work assigned to them. Finally, Contractor further represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Work, and that such licenses and approvals shall be maintained throughout the term of this Contract. RVPUWDRD\570015 CONTRACT-2 GB - STATE & LOCAL (505/507/660) (7/24/00) (PROJECT NO. 41855513) 3.4 Period of Performance. Contractor shall have ten (10) calendar days from the date of the Notice to Award to supply the owner with all the required documents and certifications. Upon receipt of correctly executed documents and certifications, the Owner shall issue a Notice to Proceed. The Contractor shall begin work within ten (10) days of the Notice to Proceed. Contractor shall perform and complete all work under this contract within 90 working days from the Notice to Proceed. Contractor agrees that if such Work is not completed within the aforementioned period and /or pursuant to any such completion schedule, construction schedule or project milestones developed pursuant to provisions of the Contract, including but not limited to the Project Schedule located in the Specifications, it is understood, acknowledged and agreed that the Owner will suffer damage. Pursuant to Government Code Section 53069.85, Contractor shall pay to the Owner as fixed and liquidated damages the sum of One Thousand Dollars ($1,000) PER DAY as provided by the applicable provisions of the General Conditions, found in Part "B" of the Contract Appendix. 3.5 Owner's Basic Obligation. Owner agrees to engage and does hereby engage Contractor as an independent contractor to furnish all materials and to perform all Work according to the terms and conditions herein contained for the sum set forth above. Except as otherwise provided in the Contract, the Owner shall pay to Contractor, as full consideration for the satisfactory performance by the Contractor of the services and obligations required by this Contract, the above referenced compensation in accordance with compensation provisions set forth in the Contract. 3.6 Contractor's Labor Certification. Contractor maintains that he is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self- insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Work. A certification form for this purpose is attached hereto as Exhibit "A" and incorporated herein by reference, and shall be executed simultaneously with this Contract. 3.7 Attorneys' Fees. If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Contract, the prevailing party in such action shall be entitled to have and recover from the losing party reasonable attorneys' fees and all other costs of such action. 3.8 Successors. The parties do for themselves, their heirs, executors, administrators, successors, and assigns agree to the full performance of all of the provisions contained in this Contract. Contractor may not either voluntarily or by action of law, assign any obligation assumed by Contractor hereunder without the prior written consent of the Owner. RVPUWDRD\570015 CONTRACT (EXHIBIT A) GB - STATE & LOCAL (505/507/660) (7/24/00) (PROJECT NO. 41855513) 3.9 Notices. All notices hereunder and communications regarding interpretation of the terms of the Agreement or changes thereto shall be provided by the mailing thereof by registered or certified mail, return receipt requested, postage prepaid and addressed as follows: Contractor Surety E C Construction 2213 Chico Avenue South El Monte CA 91733 Attn: John K. Walters Attn: President Owner With Copies To: City of Arcadia 240 West Huntington Drive Arcadia CA 91007 Attn Philip A. Wray Attn: City Engineer Any notice so given shall be considered received by the other party three (3) days after deposit in the U.S. Mail, first class postage prepaid, addressed to the party at the above address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. CONTRACTOR CITY OF ARCADIA sm Name Title By: Name Title Tax I.D. Number. Number Approved as to Form: By: Stephen P. Deitsch, City Attorney RVPUWDRD\570015 CONTRACT (EXHIBIT A) Dominic Lazzaretto, City Manager Date Attest: By: City Clerk Contractor's License: Number Class GB - STATE & LOCAL (505/507/660) (7/24/00) (PROJECT NO. 41855513) EXHIBIT "A" CERTIFICATION LABOR CODE - SECTION 1861 I, the undersigned Contractor, am aware of the provisions of Section 3700 et seg. of the California Labor Code which require every employer to be insured against liability for Worker's Compensation orto undertake self- insurance in accordance with the provisions of the Code. I agree to and will comply with such provisions before commencing the Work governed by this Contract. CONTRACTOR: Name of Contractor: E C CONSTRUCTION By: Signature: Name: Title: Date: RVPUWDRD\570015 CONTRACT (EXHIBIT A) GB - STATE & LOCAL (505/507/660) (7/24/00)