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HomeMy WebLinkAboutItem 2a: Contract with Chaparral Construction for Santa Anita Corridor Improvements with 10 Percent ContingencySTAFF REPORT Development Services Department DATE: May 18, 2010 TO: Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager /Development Se ices Director3Z-4 Philip A. Wray, Deputy Director of Development Services Prepared by: Tim Kelleher, Assistant Engineer SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH CHAPARRAL CONSTRUCTION CORPORATION IN THE AMOUNT OF $1,648,020.65 FOR THE SANTA ANITA AVENUE CORRIDOR IMPROVEMENTS AND APPROVE A 10% CONTINGENCY Recommended Action: Approve SUMMARY The Santa Anita Corridor Improvements were a result of the City of Arcadia's Transportation Master Plan's (TMP) determination that three (3) intersections on Santa Anita Avenue are operating below Level of Service (LOS) "D ". These intersections are Santa Anita Avenue at Foothill Boulevard, Santa Anita Avenue at Duarte Road and Santa Anita Avenue at Live Oak Avenue. An improvement scope of work has been determined based on the recommendations of the TMP and the project has been titled Santa Anita Avenue Corridor Improvements. In 2004, the City, through the efforts of its lobbyist, was successful in securing $2,400,000 for the Santa Anita Avenue Corridor Improvements as part of the Federal Transportation Bill enacted at that time. The project was budgeted in the 2008/09 fiscal year CIP. Plans and specifications were finalized and advertised. On April 22, 2010 the City received nine sealed bids with Chaparral Construction Corporation being the low bid at $1,648,020.65. Staffs investigation has indicated that Chaparral is a reputable firm capable of doing the work. Staff recommends that the City Council award a contract in the amount of $1,648,020.65 to Chaparral Construction Corporation for Santa Anita Avenue Corridor Improvements. Staff Report Award Contract — Santa Anita Avenue Corridor Improvements May 18, 2010 Page 2 BACKGROUND The City's Transportation Master Plan (TMP) was prepared in 2004 and identified several intersections as operating below the acceptable Level of Service (LOS) "D ". Three of those intersections are on Santa Anita Avenue at Foothill Boulevard, Duarte Road and Live Oak Avenue. The TMP, including a list of intersections needing improvements, was adopted by the City Council in 2005 along with the Transportation Impact Fee program. The Fee Program is intended to collect revenue from new development to pay for a portion of these improvements. The three intersections on Santa Anita Avenue were combined into one major project for staff to pursue funding. In April.2004, the Federal Government approved the new seven -year transportation bill titled the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA -LU). The City, through the efforts of its lobbyist, was successful in securing $2,400,000 for the Santa Anita Avenue Corridor Improvements as part of the bill. After the bill was approved, City staff prepared a detailed scope of work and the necessary project application documents and submitted them to Caltrans in order to get State and Federal approval and authorization to proceed with the preliminary engineering. On June 28, 2007, Caltrans informed the City that the authorization had been granted. The project is intended to increase the capacity of three intersections on Santa Anita Avenue by adding traffic lanes. At the Santa Anita Avenue and Foothill Boulevard intersection, the project proposes additional left turn lanes to all four legs of the intersection and the removal of the center medians. At the Santa Anita Avenue and Duarte Road intersection, the project proposes an additional left turn lane at the southbound approach on Santa Anita Avenue, removal of existing median and an additional right turn lane in the eastbound and the westbound approach on Duarte Road. At the Santa Anita Avenue and Live Oak Avenue intersection, the project proposes additional left turn lanes to both northbound and southbound approaches and an additional through lane for eastbound Live Oak Avenue. The project will also reconstruct the median transitions at the intersections. Other components of this project include reconstructing the Library monument sign, new traffic signal systems, storm drain modifications, re- landscaping and re- striping. In October 2007, the City retained the services of Hall and Foreman, Inc. an engineering firm, to prepare the construction plans and specifications. Their design work involved coordinating approvals of multiple agencies, coordinating utility relocations and rights -of -entry on private property. Because of the complex nature of this project, staff and the engineering firm collaborated to develop a comprehensive set of plans to eliminate uncertainties. In March 2010, plans were finalized and advertised for bids. Staff Report Award Contract — Santa Anita Avenue Corridor Improvements May 18, 2010 Page 3 DISCUSSION The Santa Anita Corridor Improvement project was advertised in March 2010 and bids opened on April 22, 2010. The following are the results: BIDDER Chaparral Construction Shawnan Yakar E C Construction Sully Miller Palp /Excel Paving Co. Sequel All American Asphalt Gentry Brothers ENVIRONMENTAL IMPACT LOCATION Ventura Downey San Dimas So. El Monte Brea Long Beach Santa Fe Springs Corona Irwindale BID AMOUNT $1,648,020.65 $1,793,280.50 $1,881,396.25 $1,890,714.01 $1,916,160 $2,000,183.10 $2,090,133.50 $2,096,000 $2,303,416 Staff has investigated the low bidder, Chaparral Construction Corporation, and concluded that they are capable and willing to perform the work. It is staffs opinion that Chaparral can satisfactorily perform the work required and recommends that the City Council award a contract of $1,648,020.65 to Chaparral. Staff anticipates construction starting mid -June. Each intersection will take 30-45 days to complete which would take completion to late September, early October. The contractor has indicated that he will start with the Duarte Road intersection. As with any major street construction, there will be disruptions to the normal activities and routines at these intersections. To lessen the impact, construction will be phased. The contractor will shift traffic lanes and pedestrians to one side of the street while they construct the other side. When the improvements are complete, the traffic will again be shifted to allow construction to the other side. This method will decrease impact, but will not eliminate it. Businesses adjoining the intersections will be effected, some more so than others depending on their location relative to major components of the project. Staff will continuously work with the contractor to limit impacts as much as possible. The project is categorically exempt per Section 15301 Class 1(c) from the requirements of California Environmental Quality Act (CEQA). FISCAL IMPACT The total construction budget for the project is $2.7 million with $2.16 million coming from a Federal SAFETEA -LU grant and $540,000 from local Transportation Impact Staff Report Award Contract — Santa Anita Avenue Corridor Improvements May 18, 2010 Page 4 funds. The Federal grant must be matched with a minimum of 10% local funding. The construction contract is $1,648,020.65 with a 10% contingency of $164,800. The contingency is not part of the contract awarded and is only used at the discretion of the City when necessary. Additional construction engineering costs for such things as materials testing, inspection and administration are estimated at $150,000. There are sufficient funds in the budget for this project. RECOMMENDATION Authorize the City Manager to enter into a contract with Chaparral Construction Corporation in the amount of $1,648,020.65 for the Santa Anita Avenue Corridor Improvements and approve a 10% contingency. Approved by: J K: PAW:TOK: pa Donald Penman, City Manager