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HomeMy WebLinkAboutItem 3a: Contract with S.J. Grigolla for Street Rehabilitation Work with Stone Pine Trees and Contract with West Coast Arborists for Removal/Replacement of Stone Pine Trees of ' °`'io STAFF REPORT Public Works Services Department DATE: January 4, 2011 TO: Mayor and City Council FROM: Tom Tait, Public Works Services Director Prepared by: Ken Herman, Assistant Public Works Services Director Mark Rynkiewicz, Associate Civil Engineer SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT WITH S.J. GRIGOLLA CONSTRUCTION COMPANY, INC FOR STREET REHABILITATION WORK WITH STONE PINE TREES IN THE AMOUNT OF $181,700; EXECUTE A CONTRACT WITH WEST COAST ARBORISTS, INC. FOR THE REMOVAL /REPLACEMENT OF STONE PINE TREES IN THE AMOUNT OF $77,970; APPROVE 10% CONTINGENCY; AND APPROVE AN ADDITIONAL APPROPRIATION OF $155,637 FROM THE CAPITAL OUTLAY FUND Recommendation: Approve SUMMARY At the August 3, 2010 City Council study session, staff presented an upcoming Public Works Services project, that involves the repair of City streets that are damaged from Stone Pine tree roots and the removal and replacement of Stone Pine trees in the Highland Oaks neighborhoods north of Elkins Drive. The Stone Pine trees have been declining in condition over the years and their roots are causing extensive damage to City streets, curb and gutter as well as private property. The condition of the streets affected with tree root damage poses both potential pedestrian and driving hazards. Subsequently, Public Works Services mailed out notices to residents who live on streets with Stone Pine trees notifying them of a future informational meeting regarding the project. On October 7, 2010, PWS staff held an informational meeting detailing the condition of the Stone Pine trees, the condition of the streets and tree replacement options. The purpose of this meeting was to present a plan to rehabilitate the affected streets and remove /replace Stone Pine trees in three (3) phases over three (3) fiscal years, starting in 2010 -11. However, during this meeting, several homeowners expressed sentiment that the City should be looking into combining Phases 1 and 2 into one (1) project for this fiscal year. By combining Phases 1 and 2, the homeowners believed that this approach is the most cost - effective with the least disruption in their neighborhood from construction. Therefore, staff recommends that the City Council award the following two contracts for the rehabilitation of City streets damaged by Stone Pine tree roots and removal and Page 1 of 4 • Mayor and City Council January 4, 2011 replacement of Stone Pine trees in Phases 1 and 2 to be completed in Fiscal Year 2010 -11: (1) authorize the City Manager to execute a contract with S.J. Grigolla Construction Company, Inc. for street rehabilitation with Stone Pine trees in the amount of $181,700; (2) authorize the City Manager to execute a contract with West Coast Arborists, Inc. for removal and replacement of Stone Pine Trees in the amount of $77,970; (3) approve a 10% contingency for the project; and (4) appropriate $155,637 from the Capital Outlay Fund. BACKGROUND Stone Pine trees in the Highland Oaks area north of Elkins Drive are causing major damage to City streets, curb and gutter, sewer laterals, sprinkler systems and private property hardscape. Their roots have become increasingly problematic which have caused uneven pavement, bumps in the road, drainage disruptions, driveway displacements, and uneven walking surfaces. As a result, the condition of the streets affected with tree root damage poses both potential pedestrian and driving hazards. Staff recently evaluated the street condition in the neighborhoods where Stone Pine Trees were planted as well as the health and condition of the trees. Staff also worked with a licensed arborist who stated that cutting or damaging the tree roots to repair streets and curb and gutter, and driveways destabilizes the tree. In addition, this damage allows decaying organisms to enter into the tree root's system thus resulting in the tree's decline. This is evident by some trees that have recently fallen over and the damage to City streets, curbs and gutter, and driveways, which if left unmitigated opens the City up for potential liability. As a result of the evaluation, the street condition were categorized into three (3) phases based on the streets' level of damage with Phase 1 as the streets with the most extreme damage, Phase 2 streets with severe damage, and Phase 3 streets with the least or moderate street damage. Likewise, the Stone Pine trees were evaluated by an independent licensed Arborist. The Arborist Report is intended to provide recommendations with regard to the health of the trees, structure and whether the trees should be preserved or remove. The results of the Arborist Report suggest that many of the tree roots are interfering with their own trunks. The Report goes on to say that this is due to the fact that the trees were planted in areas that lack space to grow and that the continued history of root cutting has caused many of the trees to be unstable and decline in health. (See Attachments A & B) DISCUSSION At the August 3, 2010 study session, the City Council directed staff to move forward with plans to rehabilitate the streets and remove and replace the Stone Pine trees in the Highland Oaks area north of Elkins Drive. On October 7, 2010, PWS staff held an informational meeting detailing the condition of the Stone Pine trees, the condition of the streets and tree replacement options. (Attachment C) Based on the sentiment of several homeowners during the informational meeting, staff has combined Phases 1 and 2 into one (1) project to be completed in this fiscal year. Page 2 of 4 Mayor and City Council January 4, 2011 The residents believed that this approach is the most cost - effective with the least disruption in their neighborhood from construction. As a result, staff prepared a base bid that included rehabilitation of streets and removal and replacement of Stone Pine trees combining both Phases 1 and 2 as one (1) project and an alternate bid for Phase 3. The results of the bids received showed that cost significantly improved by combining both Phases 1 and 2 into one (1) project. At this time, it is staff's recommendation to hold off on including Phase 3, but will continue to monitor the condition of the streets and trees, and schedule the project in a future Capital Improvement Program Budget. Notice inviting bids was published in the adjudicated paper and bid packages were distributed to area contractors. The following bids were received on December 7, 2010 with the following result: Repair of Streets with Stone Pine Trees Project Phase 3 Rank Bidder Location Base Bid Alternate Bid 1. S.J Grigolla Const Co. Inc. La Verne, CA $181,700 $ 54,900 2. CJ Construction Co. Santa Fe Springs, CA $190,800 $ 58,700 3. Martinez Concrete Inc. Azusa, CA $196,525 $ 69,840 4. Vido Samarzich Alta Loma, CA $197,350 $ 64,800 5. Chaparral Const. Corp. Oxnard, CA $199,600 $ 63,500 6. Hardy & Harper, Inc. Santa Ana, CA $203,000 $ 66,000 7. Palp, Inc DBA Excel Paving Co. Long Beach, CA $204,897 $ 60,550 8. Nobest, Inc. Westminster, CA $225,640 $ 66,760 Removal of Stone Pine Trees Project Phase 3 Rank Bidder Location Base Bid Alternate Bid 1. West Coast Arborists Inc. Anaheim, CA $ 77,970 $ 56,580 2. Mariposa Landscapes Inc. Irwindale, CA $ 90,392 $ 61,798 3. CLS Landscapes Mgmt Chino, CA $133,433 $101,919 4. United Pacific Services Inc La Habra, CA $232,425 $168,760 Staff has reviewed the bid documents for content and has investigated both Contractors' background and their recent projects for competency. Staff has also reviewed the unit prices and determined that all bids were balanced, and that S.J. Grigolla Construction Co., Inc. and West Coast Arborists, Inc can satisfactorily perform the work required in the bid specifications. It is important to note that staff is recommending approval for base bid prices only (Phases 1 and 2); the alternate bid was only listed to provide staff and the Council with an idea of how much Phase 3 would cost should this project be considered to be included with Phases 1 and 2. ENVIRONMENTAL ANALYSIS The road repair or street rehabilitation project is considered a Class 1 exemption as defined in Section 15301(c) of the California Environmental Quality Act since the project Page 3 of 4 Mayor and City Council January 4, 2011 consists of the maintenance of existing public streets but does not involve expansion of the existing use of the streets. The tree removal project is considered a Class 1 exemption as defined in Section 15301(c) of the California Environmental Quality Act since the project consists of the maintenance of existing public streets. These trees were planted as part of urban landscaping and have outgrown their aesthetic purpose and have become a hazard and nuisance to the public. FISCAL IMPACT For fiscal year 2010 -11, the City Council approved the budget for Phase 1 for $130,000. Based on the informational meeting held with the homeowners on October 7, 2010, staff revised its initial multi -phase plan and combined Phases 1 and 2 for this fiscal year. Staff is requesting an additional appropriation of $155,637 to complete both Phases 1 and 2. Staff will continue to monitor the Stone Pine trees and street conditions in Phase 3 of the Project. It is most likely that Phase 3 will be scheduled in a future Capital Improvement Program Budget. RECOMMENDATIONS Based on the bid results received for street rehabilitation damaged by Stone Pine tree roots and removal /replacement of Stone Pine Trees, staff recommends the City Council to approve the following: 1. Award a contract to S.J. Grigolla Construction Company, Inc. for street rehabilitation with Stone Pine Trees in the amount of $181,700. 2. Award a contract to West Coast Arborists, Inc. for the removal and replacement of Stone Pine Trees in the amount of $77,970. 3. Ten percent (10 %) contingency for the project. 4. Additional appropriation of $155,637 from the Capital Outlay Fund. 5. Waive any informality in the bid or bidding process. 6. Authorize the City Manager and City Clerk to execute the two contracts in a form approved by the City Attorney. Approved by: a •�6.Z d.-rwrv".) 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