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HomeMy WebLinkAboutStaff Report 390-08TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS DATE:OCTOBER 6, 2008 CMR:390:08 REPORT TYPE:CONSENT SUBJECT:Approval of a contract with Blossom Valley Construction, Inc. in an amount of $1,056,900 as part of the San Antonio Street Tree Replacement, Median and Road Improvement Project - Capital Improvement Program Project PE-00104 and Street Maintenance Program Project PE-86070 RECOMMENDATION Staff recommends that Council: Approve and authorize the City Manager or his designee .to execute the attached contract with Blossom Valley Construction, Inc. in the amount of $1,056,900 for replacement of street trees and landscape, and median and road improvements on San Antonio Avenue from Middlefield Road to Briarwood Way. o Authorize the City Manager or his designee to negotiate and execute one or more change orders to the contract with Blossom Valley Construction, Inc. for related, additional but unforeseen work that may develop during the project, the total value of which shall not exceed $105,690. BACKGROUND The San Antonio Street Tree Replacement Median and Road Improvement Project will implement much needed improvements to a highly traveled corridor at the City’s southern gateway. In February 2006, the City entered into a consultant contract with Bellecci Associates to conduct public outreach, prepare an environmental assessment and to develop concept plans for landscape improvements to the roadway planting areas and medians along the entire length of San Antonio Road within City limits. This project will implement improvements proposed for the portion between Middlefield Road and Briarwood Way. The landscape improvements along San Antonio Road from Highway 101 to Middlefield Road are not funded at this time. This project addresses the deteriorating condition of roadside planting areas and median islands on San Antonio Road between Middlefield Road and Briarwood Way. The planting areas and medians are not irrigated and support only sporadic patches of vegetation along with several mature Italian Stone Pine trees. City Staff and a consulting arborist initially evaluated the option CMR:390:08 Page 1 of 4 of retaining the Italian Stone Pines while landscaping the rest of the medians and repairing the curbs and road. Different methods of installing irrigation lines with the existing trees protected in place were researched and it was determined that each was potentially destabilizing to the trees. The pines are currently at the end of their useful life cycle and require significant ongoing maintenance including branch removal, surface root grinding and road repair. The subsurface roots continue to cause significant damage to the roadway and median curbs, gutters, and pavement. Repair of the damaged roadway surface will take place in two phases that will be coordinated with this project. The first phase is part of the 2008 Annual Street Maintenance Program Capital Improvement Project PE-86070, and will involve repair to several large sections of the base rock underneath the surface layer of asphalt that has failed. This work is scheduled to take place prior to implementation of the tree replacement and median island improvements. The second phase of improvements to the roadway will be part of the 2009 Annual Street Maintenance Program Capital Improvement Project PE-86070, and will involve placement of a new 2" asphalt overlay on the street surface between Middlefield Road and Alma Street. This work will take place after the tree replacement and median island improvements have been implemented. DISCUSSION Project Description The work to be performed under the contract includes repair and replacement of concrete curb and gutter removal of the existing Stone Pines and replacement with a mix of more sustainable deciduous and evergreen plant varieties, and installation of understory planting and an automatic irrigation system on San Antonio Road between Middlefield Road and Briarwood Way. The project construction is proposed to begin in the Fall of 2008 and includes the following mitigation measures: At least one traffic lane must remain open in each direction during the construction hours of 9 am to 4 pm. All trees must be removed and replaced in conformance with the City’s Tree Technical Manual. Tree removal must take place during the raptor’s non-nesting season between September and March. Number and density of trees planted will be maximized to ensure adequate and sustainable canopy growth over time. Public Outreach And Review A series of six community meetings were held in May and August of 2006 to present the project scope and gather public input, which was incorporated into the plans during the design development phase. An additional community meeting was held in January 2007 to present the f’mal improvement plans, and the reaction among those in attendance was positive. In the following month, the project received a staff level Architectural Review Board approval. Staff has contacted project stake holders including adjacent neighborhood associations, business owners, schools, day care centers and HOA’s with information about the scope of the proposed CMR:390:08 Page 2 of 4 construction and preliminary work schedule. A dedicated web site will be established along with a phone hot line that will each contain the latest information about the ongoing progress of the project. An approved traffic control plan for the project will ensure that no more than one lane in either direction would be closed during hours of construction. The project will include extensive public outreach to inform the public of the anticipated construction impacts. In addition to the dedicated web site, staff will issue a press release at the start of the project and hand deliver notices to adjacent businesses and residents containing the latest information about the ongoing progress including schedule updates, noise and construction impacts expected during the project. Summaw of Bid Process Bid Name/Number Proposed Length of Proiect 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 San Antonio Street Tree Replacement, Median, and Road Improvements Project, IFB# 126369. 90 days 24 10 27 Yes 12 7~ From a low of $1,056,900 to a high of $1,239,144 *Bid summary provided in Attachment B. Staff has reviewed all bids submitted and recommends that the bid of $ 1,056,900 submitted by Blossom Valley Construction, Inc. be accepted and that Blossom Valley Construction, Inc. be declared the lowest responsible bidder. The bid is 12 percent below the engineer’s estimate of $1,202,766. A contingency in the amount of $ 105,690, which equals 10 percent of the total contract, is requested to address unforeseen conditions that may arise during the construction period. 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. RESOURCE IMPACT This project is funded in the Capital Improvement Program (CIP) Projects PE-00104, San Antonio Medians ($840,348) and PE-86070, Street Maintenance Program, ($322,242) utilizing State Transportation Grant 1B funds. CMR:390:08 Page 3 of 4 POLICY IMPLICATIONS This project is in conformance with City ofPalo Alto’s Comprehensive Plan and does not represent any changes to existing City policies. ENVIRONMENTAL REVIEW In February 2007, a Mitigated Negative Declaration (MND) was adopted pursuant to the California Environmental Quality Act (CEQA). The MND covered the implementation of landscape improvements along the entire length of San Antonio Road and its frontages. The proposed project on San Antonio Road between Middlefield Road and Briarwood Way includes mitigation measures that would reduce the identified environmental impacts to a less than significant level and is subject to the applicable performance measures and Mitigation Monitoring Program contained herein (Attachment D). ATTACHMENTS Attachment A: Contract Attachment B: Bid Summary Attachment C: Certificate of Non-Discrimination Attachment D: Mitigation Monitoring and Reporting Program dated February 2007 PREPARED BY: CHRIS RAFFERTY Landscape Architect DEPARTMENT HEAD: GLENN ROBERTS Director of Public Works CITY MANAGER APPROVAL: JAMES KEENE City Manager CMR:390:08 Page 4 of 4