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HomeMy WebLinkAbout2002-01-14 City Council (5)City of Palo Alto City Manager’s TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: COMMUNITY SERVICES DATE: SUBJECT: JANUARY 14, 2002 CMR:108:02 APPROVAL OF CHANGE ORDER NO. 3 TO CONTRACT NO. Cl129753 WITH BRAGATO CONSTRUCTION COMPANY IN THE AMOUNT OF $19,891 TO PROVIDE ADDITIONAL BARRIERS, AMENITIES AND PLANTS AT THE DUCK POND PARKING LOTS RECOMMENDATION Staff recommends that Council approve and authorize the City Manager or his designee to negotiate and execute a change order to the contract with Bragato Construction Company for additional traffic controlling bollards, painting of curbs and pavement, cutting of curbs at a trail crosswalk, and adding an overflow drain for Duck Pond parking lots, the total value of which shall not exceed $19,891. BACKGROUND At its November 2000 meeting, Council approved a contract for the paving and rehabilitation of the two parking lots adjacent to the Duck Pond (Attachment A). The scope of the work included removing the existing asphalt surface; regrading and properly compacting the subgrade surface; paving the surface; creating bio-swales ,. for the collection and filtering of run-off water; and applying stripes, curbs and directional arrows. DISCUSSION Since the original contract was approved, Council has approved two change orders. The first in the amount of $66,527 (CMR:209:01) was for unanticipated stabilization of the soft bay soil discovered after excavation ’of the existing parking lot. The second change order in the amount of $28,131 (CMR:386:01) provided the replacement of asphalt walkways between the edge of the duck pond and the new parking lot. CMR:108:02 Page I of 3 Construction on this project started March 19, 2001, and was substantially completed on November 30, 2001. During the construction period there have been three significant rainstorms. The high volume of rain has allowed staff to evaluate the drainage of the new parking lots and the flow of water through the naturally filtering bio-swales at the end of the parking lot. Staff has found that, because of unusually high ground water around the duck pond, the south parking lot swale becomes easily saturated with water and floods. An overflow water drain is necessary for this lot. Since the parking lots have been reopened to the public, staff has also found that the public is parking along curbs and driveways, where parking was not intended. Additional painting of curbs with red paint and designation of certain areas as restricted parking are necessary to control the proper flow of traffic and parking. The addition of two removable bollards near the restrooms at the north parking lot will prevent cars from blocking the access to the restrooms. Raised cement curbs on both sides of the driveway near the Ranger Station leading to footpaths need to be cut and reduced in height to allow adequate ADA access. Staff will seek reimbursement from the design consultant in the amount of $2,580 for this design error. A bid from Bragato Construction was requested for this additional work. Both the City’s design consultants and Community Services Department staff have evaluated the bid price of $19,891. Both the consultant and staff believe the bid is reasonable. Staff hopes to proceed at once with the work covered by the change order in order to complete the project. The parking lots are currently open to the public. The proposed additional work will not result in the closure of the lots, restriction of traffic, or inconvenience to the public. RESOURCE IMPACT Funds for the change order are available in Capital Improvement Program Project 10003. This change order amount is an increase to the original approved contract change order authority, bringing the total change order authority to $134,549, which represents 101 percent of the contract amount. POLICY IMPLICATIONS Recommendations of this staff report are consistent with existing City policies. ENVIRONMENTAL REVIEW This is a maintenance project and is therefore categorically exempt from CEQA. ATTACHMENTS Attachment A: Attachment B: CMR:426:00 Contract Amendment #3 CMR:100:02 Page,2 of 3 PREPARED BY: DEPARTMENT HEAD: Superintendent, Open Space & Sciences PAUL T. THILTGEN Director of Community Services CITY MANAGER APPROVAL:K~’~ ~O ~ EMILY~i’-ARRI ~ 0N Assistant City Manager CMR:100:02 Page 3 of 3 Attachment A City of Palj Alto City Manager’s R6 rt TO:HONORABLE CITY COUNCIL FROM: CITY MANAGER DEPARTMENT: COMMUNITY SERVICES DATE: SUBJECT: NOVEMBER 27, 2000 CMR:426:00 APPROVAL OF CONTRACT WITH BRAGATO CONSTRUCTION COMPANY IN THE AMOUNT OF $133,506 FOR PAVING OF THE DUCK POND PARKING LOTS, CAPITAL IMPROVEMENT PROGRAM PROJECT 10003 RECOMMENDATION Staff recommends that Council: 1. Approve and authorize Mayor to execute the attached contract with Bragato Construction Company in the amount of $133,506 for the paving of two parking lots at the Palo Alto Duck Pond. Authorize the City Manager or his designee to negotiate and execute one or more change orders to the contract with Bragato Construction Company for related, additional but Unforeseen expenditures associated with the project, the total value of which shall not exceed $20,000. DISCUSSION Project Description The work to be performed under the contract is for the paving of the parking lots adjacent to the Duck Pond. Parking lots on the north and south side of the Duck Pond have not been resurfaced in more than twenty-five years, and have badly deteriorated. This project will completely reg~~..de the lots to properly collect run-off water and channel it through naturally filtering bio-swales. The present ~p%blems with pooling of water in the lots will be eliminated. Parking stalls have been designed to improve circulation and safety. Design engineers have worked with staff from the City’s Water Quality Control Division to integrate state-of-the-art techniques to reduce environmental effects fr6m run-off water. The project scope of the proposed work includes removing the existing asphalt surface, re- grading and properly compacting the subgrade surface, paving the surface, and applying stripes, curbs and directional arrows. Electrical and telephone conduits will be installed under the parking lots to facilitate the under-grounding of utilities in the future. CMR:426:00 Page 1 of 3 ( -Staff hopes to begin construction in early December, as weather conditions permit. :Following thd award of contract, public notices will be posted at all entrances to the Duck Pond advising the public of the construction schedule and likely parking lot closures. Bid Process A notice inviting formal bids for the paving project was sent on October 3, 2000 to two builders’ exchanges and 27 paving contractors. The bidding period was 35 days. Bids were received from four qualified contractors on November 7, 2000, as listed on the attached bid summary (Attachment A). Bids ranged from a high of $257,877 to a low bid of $133,506. Contractors not responding indicated that they did not submit a bid because they either were too busy bidding for other jobs or because they did not feel their bids would be competitive. Staff has reviewed all bids submitted and recommends that.the bid of $133,506 submitted by Bragato Construction Company be accepted and that Bragato Construction Company be declared the lowest responsible bidder. The bid is 8.9 percent below the engineer’s estimate of $146,500. The change order amount of $20,000, which equals. 15 percent of the total contract, is requested to resolve unforeseen problems that may arise during the construction period. Staff checked references supplied by the contractor for previous work performed and found no significant complaints. Staff.also checked with the Contractor’s State License Board and found that the contractor has an active license on file. RESOURCE IMPACT Funds for this project are available in the Capital Improvement Program Project 10003 for open space road and parking lot repair. POLICY IMPLICATIONS This recommendation does not represent any change to existing City policies. ENVIRONMENTAL REVIEW This project is exempt from the provisions of the California Environmental Quality Act under Section 15302 of the guidelines, and no further environmental review is required. All necessary permits from the California Fish and Game Department, United States Fish and Wildlife Service have been obtained. Permits were not required for this project by the Bay Conservation and Development Commission, Regional Water Quality Board or Army Corps of Engineers. CMR:426:00 Page 2 of 3 ATTACttlVIENTS Attachment A: Attachment B: PREPARED BY: Bid Summary Contract Greg Betts, Superintendent, Open Space & Sciences DEPARTMENT HEAD: PAUL T. THILTGEN Director of Community Services CITY MANAGER APPROVAL: AUDR.I~ SEY~IOUR Assistant to the City Manager CMR:253:00 Page 3 of 3 oo Attachment B