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HomeMy WebLinkAboutItem 12d - Accept Bicycle Facilities Improvements Project DATE: April 20, 2021 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: Johnathan Doojphibulpol, Assistant Engineer SUBJECT: ACCEPT ALL WORK PERFORMED BY PAVEMENT COATINGS CO. FOR THE CITYWIDE BICYCLE FACILITIES IMPROVEMENT PROJECT AS COMPLETE Recommendation: Approve SUMMARY On March 17, 2020, the City Council awarded a contract to Pavement Coatings Co. in the amount of $1,038,696.04, plus a 10% contingency. The work included slurry sealing of pavements, striping of vehicle and bike lanes, installation of bike route & bike lane signs, and traffic signal upgrades for bicycle detection in the City of Arcadia and the City of Sierra Madre. There were two (2) change orders on the project totaling $44,827.27, or 4.32% of the initial contract amount. Quantity adjustments throughout the project led to a savings of $78,856.61, or 7.59% of the initial contract amount. With adjustment for change orders and quantities, the final contract amount is reduced to $1,004,666.70, which is within the total authorized budget amount. The terms and conditions of this project have been complied with, and the required work has been performed to the City’s satisfaction. It is recommended that the City Council accept the project as complete and authorize the final payment in accordance with the contract documents. BACKGROUND This project included 7.1 miles of Class II Bike Routes and 13.6 miles of Class III Bike Routes. Class II routes are bicycle lanes separated from vehicle lanes with striping, while Class III routes are shared lanes with vehicles, marked only by periodic signs and share- the-road pavement symbols. The length of each type of route represents street miles where routes are designated in both directions. The project included the following items: Accept Citywide Bicycle Facilities Improvement Project April 20, 2021 Page 2 of 3 • Class II bike lanes on Huntington Drive from Michillinda Avenue to Santa Clara Street • Restriping of First Avenue from Duarte Road to California Street to include Class II bike lanes, two parking lanes, two through lanes, and a center two-way left turn lane • Class II bike lanes on First Avenue from Colorado Boulevard to Orange Grove Avenue • Class II bike lanes on streets such as Huntington Drive, Sunset Boulevard, Santa Clara Street and Colorado Boulevard to connect with neighboring cities’ Class II lanes for regional consistency • Class III bike routes on streets such as Sierra Madre Boulevard, Orange Grove Avenue, Golden West Avenue, and Longden Avenue to connect with neighboring cities’ Class III routes for regional consistency • Slurry seal and restriping of portions of Huntington Drive and First Avenue • Bike racks at Arcadia City Hall • Video detection systems exclusively for bikes at various signalized intersections along designated bike routes The project was advertised for bids on January 9, 2020, and February 6, 2020. On March 17, 2020, the City Council awarded a contract to Pavement Coatings Co., in the amount of $1,038,696.04, plus a 10% contingency. DISCUSSION Construction began in June 2020 and was completed in October 2020. The documentation required for federal funding compliance has now been completed, and therefore, the project is complete to the City’s satisfaction. There were two (2) change orders, totaling $44,827.27, or 4.32% of the original contract amount. The first change order was for anti-graffiti film on City signs per the Public Works Services Department standard and removal of reflective pavement markings and temporary tab placement. Neither item was included in the bid specifications but were needed to properly slurry seal and temporarily stripe streets until permanent striping could be applied. Also, additional grinding was needed in areas that were just beyond the slurry seal limits, to transition from the new striping layouts to the existing striping. The second change order was for additional slurry seal on Westbound Huntington Drive between Gate 5 and Centennial Way to remedy the difference in the limits of the pavement grinding and the slurry seal, credits for anticipated labor costs for excess signage that was purchased but not used, and quantity corrections and credits for striping items that were mistakenly invoiced to the City. The final quantity adjustments totaled a credit of $78,856.61, or 7.59% of the initial contract amount. The decrease was primarily due to a reduction in the number of signs Accept Citywide Bicycle Facilities Improvement Project April 20, 2021 Page 3 of 3 and painted stencils for the Class III routes. During implementation of Class III routes, it was determined that the frequency of the signs was too high, so the spacing between the signs was expanded. This led to cost savings on signs, posts, and stencils. Other quantity reductions were due to striping reductions occurring throughout the project, but mostly with the removal of the segment of Santa Clara St. between Huntington Drive and Santa Anita Avenue, which was added to the Pavement Rehabilitation Project. A summary of the change orders and quantity adjustment costs is as follows: Original Contract: $1,038,696.04 Change Order #1 (graffiti film, striping) $39,299.22 Change Order #2 (additional slurry) $5,528.05 Subtotal of Change Orders: $44,827.27 Quantity Adjustment (sign & striping reductions) ($78,856.61) Final Total Contract: $1,004,666.70 The two change orders and final quantity adjustments resulted in an overall credit of $34,029.34, reducing the final cost to $1,004,666.70. FISCAL IMPACT Caltrans awarded federal funding for this project through the Active Transportation Program, in the amount of $902,000. In addition, Metro awarded the City $136,000 of Local Transportation Funds to supplement the ATP grant, bringing the total grant funding to $1,040,000. The local match commitment is $445,000 from Measure R funds. The City of Sierra Madre is sharing in the cost of the project and is responsible for 10% of the local match, reimbursed to the City of Arcadia upon request. Once the project is accepted by the City Council, final invoices will be prepared for the Sierra Madre share and the Federal reimbursement. Sufficient funds have been budgeted to cover the cost of this project. RECOMMENDATION It is recommended that the City Council accept all work performed by Pavement Coatings Co. for the Citywide Bicycle Facilities Improvement Project as complete; and authorize the final payment to be made in accordance with the contract documents.