HomeMy WebLinkAboutStaff Report 389-08TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS
DATE:
REPORT TYPE:
OCTOBER 6, 2008
CONSENT
CMR:389:08
SUBJECT:Adoption of a Budget Amendment Ordinance to Transfer
Appropriation of $58,920 from Capital Improvement Program (CIP)
Project PE-06006, Alma Street Landscaping Improvements to CIP
Project PE-06005,University Avenue Gateway Landscaping
Improvements
RECOMMENDATION
Staff recommends that Council adopt the attached Budget Amendment Ordinance (BAO)
transferring the appropriation of funds from PE-06006, Alma Street Landscaping Improvements,
to PE-06005, University Avenue Landscaping Improvements, in the amount of $58,920
(Attachment A).
BACKGROUND
The Capital Improvement Program (CIP) Projects PE-06005, University Avenue Landscaping
Improvements, and PE-06006, Alma Street Landscaping Improvements, address the deteriorating
conditions of the medians and sidewalk planting areas on University Avenue between E1 Camino
Real and High Street, and on Alma Street between San Antonio Road and Ely Place. A second
phase of the Alma Street Landscape Improvements is proposed to be funded in the amount of
$156,000 in FY 2009-10. This funding would to cover the area along Alma Street between Ely
Place and East Meadow Drive. A BAO is needed, however, to properly account for the
consolidation of the construction contract.
In July 2007, the City entered into consultant contracts with Royston Hanamoto Alley and Abey
and ISC Group, Inc. to prepare the design documents for landscape improvements to both project
sites with the intention of combining the projects under a single construction contract. Staff
coordinated with the Downtown Business Association to incorporate their needs into the
proposed design for the University Avenue project, and a public meeting was held with the Feme
Avenue Homeowners Association on October 1, 2007, to present conceptual plans and solicit
input for the Alma Street project. The plans for each site incorporate sustainable "green"
elements such as water conserving landscape materials that also will deter storm water run-off,
and solar powered irrigation controllers.
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DISCUSSION
Project Description
The scope of the projects consists of replacement of median and sidewalk planter landscaping
and irrigation at two locations: the median and planting areas on each side of the University
Avenue underpass between E1 Camino Real and High Street, and along Alma Street in the
sidewalk planter strip between Ferne Avenue and San Antonio Road.
Summary of Bid Process
Bid Name/Number
Proposed Length of Project
Number of Bids Mailed to
Contractors
Number of Bids Mailed to Builder’s
Exchanges
Total Days to Respond to Bid
Pre-Bid Meeting?
Number of Company Attendees at
Pre-Bid Meeting
Number of Bids Received:
Bid Price Range
University Avenue and Alma Street Landscape
Improvements Project - Capital Improvement Program
Project PE-06005 and PE-06006/IFB #127707
90 days
14
11
21
Yes- August 14, 2008
7
8¯
From a low of $265,047 to a high of $429,000
*Bid summary provided in Attachment C.
The bid of $174,786 submitted by Planned Environments, Inc. will be accepted and Planned
Environments, Inc. be declared the lowest responsible bidder. The bid is 10% percent below the
staff engineer’s estimate of $195,259 for the combined projects. Staff confirmed with the
Contractor’s State License Board that the contractor has an active license on file. Staff checked
references supplied by the contractor for previous work performed and found no significant
complaints.
As this project is under the $250,000 threshold requiring City Council approval, the construction
contract will be awarded by the City Manager or his designee as provided in the City’s
Purchasing Ordinance.
RESOURCE IMPACT
Funds for this project are available in the Capital Improvement Program Project PE-06005,
University Avenue Landscape Improvements Project, and in the Capital Improvement Program
Project PE-06006, Alma Street Landscape Improvements Project. As previously noted, they
were combined and advertised as a single construction project.
The bid for the University Avenue Project is higher by $58,920 than the amount available in PE-
06006 and an additional appropriation is required to provide the necessary funds. The bid item
for the current phase for Alma Street is $61,672 under the amount available in PE-06005. The
excess amount ($58,920) will be transferred from PE-06005 to PE-06006 to cover the shortage in
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funding. A Budget Amendment Ordinance approved by the City Council is necessary to
authorize the transfer of funding between these two projects.
Installation of the new plant material and irrigation systems where there were none previously
will result in an increase in annual maintenance costs of approximately $3,500. This portion of
University Avenue is the primary gateway into downtown Palo Alto and implementation of the
proposed improvements will create an aesthetic focal point for the business district. Staff
recommends that $58,920 of the funds be transferred from PE-06006, Alma Landscape
Improvements to and appropriated in to PE-06005, University Landscape Improvements Project.
PE-06006, Alma Landscape Improvements Project is an active project designated to the
improvements landscape along Alma Street. There are future phases of this project planned and
PE-06006 will be funded in future years as revenues allow. The increase will be requested as
part of the City’s FY 2009-10 capital budget process.
POLICY IMPLICATIONS
The City is responsible for maintaining street trees and landscaped areas in public spaces in a
fashion consistent with the overall objectives of the community. The project is in conformance
with City ofPalo Alto’s Comprehensive Plan.
ENVIRONMENTAL REVIEW
This project is exempt from the provisions of the California Environmental Quality Act (CEQA),
per Section 15304.
ATTACHMENTS
Attachment A: Budget Amendment Ordinance
Attachment B: Contract
Attachment C: Bid Summary
Attachment D Certificate of Non-Discrimination
PREPARED BY:
DEPARTMENT HEAD:
CHRIS RAFFERTY
Landscape Architect
GLENN ROBERTS
Director of Public Works
CITY MANAGER APPROVAL:
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