HomeMy WebLinkAboutStaff Report 2304-13284.Approval of Construction Contract Number C23187877 with Casey Construction, Inc. in
the amount of $410,604, Authorization for the City Manager to Negotiate and Execute
Change Orders up to a Not-to-Exceed Amount of $41,060, and approval of a FY 2023
Budget Amendment in the Stormwater Management Fund for the Trash Capture Device
Installation Project, Capital Improvement Program Project SD-22002; CEQA status –
exempt under CEQA Guideline Section 15303.
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: June 19, 2023
Report #:2304-1328
TITLE
Approval of Construction Contract Number C23187877 with Casey Construction, Inc. in the
amount of $410,604, Authorization for the City Manager to Negotiate and Execute Change
Orders up to a Not-to-Exceed Amount of $41,060, and approval of a FY 2023 Budget
Amendment in the Stormwater Management Fund for the Trash Capture Device Installation
Project, Capital Improvement Program Project SD-22002; CEQA status – exempt under CEQA
Guideline Section 15303.
RECOMMENDATION
Staff recommends that Council:
1. Approve and authorize the City Manager or their designee to execute the construction
contract Number C23187877 with Casey Construction, Inc. in the Amount of $410,604
for the Trash Capture Device Installation Project, Capital Improvement Program Project
SD-22002;
2. Authorize the City Manager or their designee to negotiate and execute related change
orders to the contract with Casey Construction Inc. for related additional but
unforeseen work that may develop during the project, the total value of which shall not
exceed $41,060; and
3. Amend the Fiscal Year 2023 Budget Appropriation for the Stormwater Management
Fund (requires 2/3 vote):
a. Increase the Trash Capture Device Installation Project (SD-22002) budget
appropriation by $161,837.
b. Increase the Trash Capture Device Installation Project (SD-22002) revenue from
the State of California by $161,836.
BACKGROUND
The City of Palo Alto is required by the State Water Resources Control Board (State Water
Board) to address trash generated in its right of way. The agency’s State Stormwater Permit
issued by the State Water Board allows Caltrans to partner with local municipalities by
providing funding for regional water quality treatment facilities in significant trash generating
areas (as identified in the Caltrans Statewide Trash Implementation Plan). Caltrans receives
trash reduction compliance credits for contributions to regional projects. The City is also
required to comply with the Municipal Regional Stormwater NPDES Permit (MRP) in the San
Francisco Bay Area (Order R2-2015-0049). The MRP outlines various requirements for
protecting the City’s storm drain system and local receiving waters from pollutants commonly
found in urban stormwater runoff, including trash and other priority pollutants like PCBs and
mercury. The MRP requires the 76 Permittees (including the City) to meet the goal of 100
percent trash load reduction, or no adverse impact to receiving waters from trash, by July 1,
2025.
California Department of Transportation’s (Caltrans) National Pollutant Discharge Elimination
System (NPDES) permit allows and encourages Caltrans to partner with municipalities by
providing funding for stormwater quality treatment facilities that address trash or other
pollutants. Palo Alto has been selected to receive such funding, and consequently, both
agencies will receive compliance credit to meet permit requirements. Caltrans requires that all
projects selected to be funded enter into a Cooperative Implementation Agreement (CIA), and
Council approved the CIA for the project on June 14, 2021.1 In the CIA, Caltrans agreed to
reimburse the City up to $613,000 for the design and construction of a trash capture device
(TCD) to be installed on Embarcadero Road in front of the Baylands Golf Links
To implement the agreement with Caltrans, Trash Capture Device project SD-22002 was
created to install a debris or trash separating device into the existing storm drain system near
the Baylands Golf Course. This device is designed to treat an estimated 190 acres of land in the
City of Palo Alto’s right of way and an additional 20 acres in the Caltrans right of way. Since the
project treats a portion of Caltrans land, state funding has been granted for the full cost of the
project. The device’s design and the analysis of the project have been performed by Schaaf and
Wheeler through contract C221848962. This project represents a 5% reduction in trash flows
into the San Francisco Bay from the City’s jurisdiction and is a part of the Stormwater
Compliance group’s plan to reduce all trash discharges by 100% by the year 2025.
Implementation of the device will require digging, trenching and shoring in the grass area
adjacent to the Baylands Golf Course, followed by attaching the system to the existing 36-inch
storm drain system running through the area. Lastly, the area will be backfilled and the existing
surface restored. The device will require yearly maintenance and cleanouts to be performed by
the Public Works Operations group.
ANALYSIS
Project Description
1 City Council, June 14, 2021; Agenda Item #4 Staff Report 12267
https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/reports/city-manager-reports-
cmrs/year-archive/2021/id-12267.pdf
2 City Council, August 15, 2022: Agenda Item #4 Staff Report 14423
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=81931
Staff recommends approval of Contract No. C231878773 to furnish and install the new trash
capture device, which will be maintained by the City of Palo Alto. The contract scope of work
includes the trenching and shoring of a suitable installation location, furnishing, delivery and
installation of a new trash capture device as detailed in the project’s plans and specifications,
integration of the device into the existing storm water system, installation of a secondary slide
gate system for future maintenance ease, and restoration of the trenched area including
relocating or repairing any disturbed or damaged utilities. The nearby pathway will not be
within the limits of work and will not need closure or maintenance due to the installation of this
device. The proposed location of the device is shown in Attachment A.
Bid Process
Bid Name/Number Trash Capture Device IFB # 187877
Proposed Length of Project
# of Bid Packages Downloaded
by Builder’s Exchanges
Number of Bid Packages
Downloaded by Contractors
Total Days to Respond to Bid
Pre-Bid Meeting?
Number of Bids Received
Bid Price Range
Public Link to Solicitation
City-approved change orders.
3 Contract No. C23187877 Casey Construction, Inc.
Construction, Inc. and found them to be the lowest responsive and responsible bidder. Staff
also checked with the Contractor's State License Board and confirmed the contractor has an
active license on file.
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
ATTACHMENT A: PROJECT MAP
Figure 1. TCD Location and Drainage Area
Attachment B: Bid Summary
UNIT COST TOTAL COST UNIT COST TOTAL COST UNIT COST TOTAL COST UNIT COST TOTAL COST
1
Base Bid: Provide all labor, equipment,
materials, transportation, and applicable
taxes, insurance, bonds and other ocerhead
to perform the work in accordance with the
project plans and technical specifications.
1 LS $ 495,900.00 495,900.00$ $ 410,604.00 410,604.00$ $ 599,000.00 599,000.00$ $ 655,450.00 655,450.00$
495,900.00$ 410,604.00$ 599,000.00$ 655,450.00$
(85,296.00)$ 103,100.00$ 159,550.00$
-17%21%32%
UNIT COST TOTAL COST UNIT COST TOTAL COST UNIT COST TOTAL COST UNIT COST TOTAL COST
1
materials, transportation, and applicable
taxes, insurance, bonds and other ocerhead
to perform the work in accordance with the
1 LS $ 495,900.00 495,900.00$ $ 675,800.00 675,800.00$ $ 707,000.00 707,000.00$ $ 798,869.00 798,869.00$
495,900.00$ 675,800.00$ 707,000.00$ 798,869.00$
179,900.00$ 211,100.00$ 302,969.00$
36%43%61%
Base Bid Total (Item 001 through 001)
VALUE OVER/UNDER ENG EST
% OVER/UNDER ENG EST
GSW Corporation Paulson Cox Construction Inc Golden Bay Construction, Inc.BID ITEM BASE - DESCRIPTION APPROX. QTY UNIT Engineer's Estimate
BID ITEM BASE - DESCRIPTION APPROX. QTY UNIT Engineer's Estimate Casey Construction
% OVER/UNDER ENG EST
Terocons Inc.Brannon Corporation
Base Bid Total (Item 001 through 001)
VALUE OVER/UNDER ENG EST
City of Palo Alto
CIA No. D43CIASCL0001
Amendment No. 1
Page 1 of 5
COOPERATIVE IMPLEMENTATION AGREEMENT
AMENDMENT No. 1
This AMENDMENT No. 1 entered into on is between the State of California
acting by and through its Department of Transportation, referred to as CALTRANS and the City
of Palo Alto, referred to as “AGENCY” and together referred to as PARTIES.
RECITALS
1. CALTRANS and AGENCY entered into Cooperative Implementation Agreement No.
D43CIASCL0001 (AGREEMENT) on June 15, 2021, defining the terms, covenants and
conditions to implement the City of Palo Alto Embarcadero Trash Capture Device Project
(PROJECT), within the regional area under the jurisdiction of AGENCY to comply with
the TMDL referred to herein as PROJECT.
2. Due to a shortage in the level of AGENCY staffing and cost increases to market labor
rates and supplies and materials caused the AGENCY to revise its PROJECT budget and
schedule. Attachment I of this Amendment No. 1 documents the revisions to the budget
and schedule, to which CALTRANS has agreed. AGENCY has agreed to implement
PROJECT in accordance with Attachment II of the CIA and Attachment 1 of this
Amendment.
IT IS MUTUALLY AGREED:
1. The PARTIES hereby replace the PROJECT’S original budget and schedule described
in Attachment II of the AGREEMENT with Attachment II of this Amendment.
2. Any reference to ATTACHMENT I in the AGREEMENT is deemed to be a reference to
the revised PROJECT’S revised budget and scope.
3. All other terms and conditions of said amended AGREEMENT shall remain in full force
and effect.
4. AMENDMENT No. 1 with its attachment(s) is hereby deemed to a part of the
AGREEMENT.
ATTACHMENT
The following attachment is incorporated into and is made a part of this AGREEMENT
AMENDMENT No. 1 by this reference and attachment:
ATTACHMENT I for Amendment No. 1 to AGREEMENT
DocuSign Envelope ID: ED0A2A73-1C0F-476F-B04B-1EED0C3ACDF4
5/30/2023
2
SIGNATURES
Signatories may execute this Amendment No. 1 to the AGREEMENT through individual
signature pages provided that each signature is an original. This Amendment No. 1 is not fully
executed until all original signatures are attached. PARTIES are empowered by California Streets
and Highways Code (SHC) sections 114 and 130 to enter into this AGREEMENT Amendment
No. 1 and have delegated to the undersigned the authority to execute this AGREEMENT
Amendment No. 1 on behalf of the respective agencies and covenant to have followed all the
necessary legal requirements to validly execute this AGREEMENT Amendment No. 1.
CITY OF PALO ALTO
Signature: Signature:
Print Name: Print Name:
Title: Title:
Date: Date:
Signature:
Print Name:
Title:
Date:
Signature:
Print Name: JEREMY KETCHUM
Chief, Division of
Environmental Analysis
Date:
DocuSign Envelope ID: ED0A2A73-1C0F-476F-B04B-1EED0C3ACDF4
5/30/2023
06/05/2023
06/05/2023
3
ATTACHMENT I
BUDGET AND SCHEDULE CHANGES
CITY OF PALO ALTO EMBARCADERO TRASH CAPTURE DEVICE PROJECT
Introduction
The scope of the City of Palo Alto (City) Embarcadero Trash Capture Device Project (Project)
has not changed. The following describes changes to the original project schedule and budget
presented in Attachment I of CIA D43CIASCL0001 (Agreement).
Project Schedule
The project site is located in front of the City’s Baylands Golf Links (1875 Embarcadero Road,
Palo Alto, CA 94303) at the end of Embarcadero Road east of Highway 101. The project will
consist of installing a Contech Debris Separating Baffle Box (DSBB) within the existing City
storm drain pipeline located at the golf course along Embarcadero Road. The DSBB device is
selected per the requirements of the Santa Clara County Hydrology and Hydraulics manual and
meets trash reduction requiremnts of Regional Water Quality Control Board. The storm system
drains portions of the City of Palo Alto and Caltrans ROW, specifically Highway 101, and
discharges to the San Francisco Bay.
To date, the project design has been completed, and the City has entered into a contract with the
construction contractor. Attachment II of the CIA stated that Project construction and as-builts
would be completed by end of October 2022. Due to delays, the construction period is expected to
commence July 5, 2023 and be completed by December 4, 2023. The project schedule in Table 1
provides project timeline, from design through construction (Table 1).
DocuSign Envelope ID: ED0A2A73-1C0F-476F-B04B-1EED0C3ACDF4
4
Table 1. Embarcadero Trash Capture Device Project
Amended Schedule
DocuSign Envelope ID: ED0A2A73-1C0F-476F-B04B-1EED0C3ACDF4
5
Project Budget
Attachment II of the CIA estimated the Project budget to be $613,000. The City has invoiced for
this amount per CIA requirements. Due to increases in market costs to labor, equipment and
supplies and also adding City staff costs (which is allowed per the CIA) to the Project budget, the
total Project budget has increased to $774,837.35. Because Caltrans has already reimbursed the
City for the original CIA agreed-upon budget of $613,000, this Amendment I to the Agreement
allows for additional reimbursement to the City of $161,837.35. Tables 2 and 3 provide an overview
of the amended budget and a breakdown of the included City staff time.
Table 2. Embarcadero Trash Capture Device Project
Amended Budget
Consultant Support (inspections, encroachment
permit, misc. support)
construction)
Total (Amended) $ 774,837.35
CalTrans Reimbursement (based on original
CIA)
$ 613,000.00
Addition Reimbursement Requested by City of
Palo Alto
Table 3. Embarcadero Trash Capture Device Project
City Staff Budget Breakdown
Staff Title
Estimated
Hours Hourly Rate
Senior Engineer 162 140 $22,603.60
Engineer 360 $102.09 $36,753.92
Stormwater Compliance
Manager 25 $117.30 $2,932.51
Associate Engineer
(Stormwater Compliance
Total $67,037.15
DocuSign Envelope ID: ED0A2A73-1C0F-476F-B04B-1EED0C3ACDF4
Caltrans_CIA_Palo_Alto_Amendment_WITH
DOCUSIGN_052423
Final Audit Report 2023-06-02
Created:2023-06-02
By:Ken Johansson (s134816@dot.ca.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAa3eqDRhAx09Hpyg3hLLBzmMcBKryA96D
"Caltrans_CIA_Palo_Alto_Amendment_WITH DOCUSIGN_0524
23" History
Document digitally presigned by DocuSign\, Inc. (enterprisesupport@docusign.com)
2023-05-31 - 11:57:44 PM GMT
Document created by Ken Johansson (s134816@dot.ca.gov)
2023-06-02 - 9:52:58 PM GMT
Document emailed to Ken Johansson (ken.johansson@dot.ca.gov) for signature
2023-06-02 - 9:53:34 PM GMT
Email viewed by Ken Johansson (ken.johansson@dot.ca.gov)
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Document e-signed by Ken Johansson (ken.johansson@dot.ca.gov)
Signature Date: 2023-06-02 - 9:54:14 PM GMT - Time Source: server
Agreement completed.
2023-06-02 - 9:54:14 PM GMT
Palo Alto CIA - Amendment 1
Final Audit Report 2023-06-05
Created:2023-06-02
By:Ken Johansson (s134816@dot.ca.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAf7ZZVrQR-HYHwNbd7pzkbxlHJE5tWCPm
"Palo Alto CIA - Amendment 1" History
Document digitally presigned by DocuSign\, Inc. (enterprisesupport@docusign.com)
2023-05-31 - 11:57:44 PM GMT
Document created by Ken Johansson (s134816@dot.ca.gov)
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Document emailed to Shaila Chowdhury (shaila.chowdhury@dot.ca.gov) for signature
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Signature Date: 2023-06-05 - 6:23:37 PM GMT - Time Source: server
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Signature Date: 2023-06-05 - 7:00:42 PM GMT - Time Source: server
Agreement completed.
2023-06-05 - 7:00:42 PM GMT