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HomeMy WebLinkAboutStaff Report 2403-2708CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, April 15, 2024 Council Chambers & Hybrid 5:30 PM     Agenda Item     5.Approval of Construction Contract C24190225 with Graham Contractors, Inc. in an Amount Not-to-Exceed $1,594,195 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders for Related Additional but Unforeseen Work that may Develop During the Project Up to a Not-to-Exceed Amount of $159,420 for the Fiscal Year 2024 Streets Preventive Maintenance Project, Capital Improvement Program Projects PE-86070, and PO-11001; CEQA status – exempt under CEQA Guidelines Section 15301(c) Consent Questions City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Public Works Meeting Date: April 15, 2024 Report #:2403-2708 TITLE Approval of Construction Contract C24190225 with Graham Contractors, Inc. in an Amount Not- to-Exceed $1,594,195 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders for Related Additional but Unforeseen Work that may Develop During the Project Up to a Not-to-Exceed Amount of $159,420 for the Fiscal Year 2024 Streets Preventive Maintenance Project, Capital Improvement Program Projects PE-86070, and PO- 11001; CEQA status – exempt under CEQA Guidelines Section 15301(c) RECOMMENDATION Staff recommends that Council: 1. Approve and authorize the City Manager or their designee to execute a construction contract with Graham Contractors, Inc., Contract No. C24190225, in an amount not to exceed $1,594,195 for the Fiscal Year 2024 Streets Preventive Maintenance Project (Capital Improvement Program projects PE-86070 and PO-11001) for street maintenance; and 2. Authorize the City Manager or their designee to negotiate and execute one or more change orders to the contract with Graham Contractors, Inc. for related, additional but unforeseen work that may develop during the project, the total value of which shall not exceed $159,420. BACKGROUND Public Works Engineering Services Division manages construction contracts for concrete repair, preventive maintenance, resurfacing and reconstruction of various City streets annually. In recent years, additional Capital Improvement Program (CIP) projects are being built through the annualized resurfacing contracts due to the complexity of construction and benefit of being included in a larger project. The City uses StreetSaver, the Metropolitan Transportation Commission‘s (MTC) pavement management system which is used by almost all Bay Area jurisdictions. The Pavement Condition Index (PCI) is calculated by evaluating a sample pavement section on each block for different ratings variable from mild to severe - including weathering, potholes, trenches, and base failures. These pavement distresses are entered into the StreetSaver program and a PCI score is calculated. All staff who evaluated the street conditions and pavement distresses have multiple years of experience and have been trained by MTC. While the PCI score is used to prioritize streets, staff also takes into consideration additional information which includes project coordination with the Utilities Department and planned striping improvements with the Office of Transportation. Additionally, staff coordinates with the Public Works Public Services Division to refresh pavement markings that may have faded as part of CIP project PO-11001, Thermoplastic Lane Marking and Striping. ANALYSIS Project Description Staff recommends approval of Contract No. C241902251 as part of the street surfacing program to maintain and improve the condition of Palo Alto’s streets. The $1,594,195 expenditure for this contract includes preventive maintenance of approximately 15 lane-miles of public streets (1.1 million square feet) with PCI scores averaging 78. This will help maintain and improve the City‘s PCI beyond its average of 84 and will address streets whose PCI scores are between 70-85 to slow the rate at which they deteriorate. Preventive maintenance includes base failure repair, crack sealing, slurry seal application, and new thermoplastic striping. The streets and other work sites included in this contract are listed in Attachment A. The project scope also includes the replacement of approximately 12,425 linear feet of thermoplastic striping and 60 pavement legends. Bid Process On February 8, 2024, an invitation for bids (IFB) for the FY24 Streets Preventive Maintenance Project was posted online on OpenGov, the City’s eProcurement system, and sent to 2,978 builder’s exchanges and contractors. The bidding period was 21 calendar days. The City received three bids from qualified contractors on February 29, 2024, as listed on the attached Bid Summary in Attachment B. Table 1: Summary of invitation for Bids Project Bid Name/Number FY24 Streets Preventive Maintenance Project IFB #190225 Proposed Length of Project 90 calendar days Number of Bid Packages Downloaded by Builder’s Exchanges 2 Number of Bid Packages Downloaded by Contractors 25 Total Days to Respond to Bid 21 Mandatory Pre-Bid Meeting No 1 Graham Contractors, Inc., FY24 Streets Preventive Maintenance Project, Contract #C24190225; https://www.cityofpaloalto.org/files/assets/public/v/1/public-works/engineering-services/cip- contracts/c24190225-graham-contractors_cc_staff-report.pdf Number of Bids Received:3 Base Bid Plus Bid Alternate Number 1 Price Range $1,594,195 to $1,773,205 Public Link to Solicitation https://procurement.opengov.com/portal/palo- alto-ca/projects/79453 The apparent low bidder was selected based upon the total of the base bid plus add alternate 1. The bids ranged from $1,594,195 to $1,773,205 and from 5% under the engineer’s estimate to 6% over the engineer’s estimate. Staff reviewed the submitted bids and recommends the acceptance of the base bid and bid alternate number 1 submitted by Graham Contractors, Inc. in the amount of $1,594,192, and that Graham Contractors, Inc. be declared the lowest responsible bidder. The construction contingency amount of $159,420, which equals approximately 10 percent of the total contract value, is requested for related, additional, but unforeseen work, which may develop during the project, implemented via City-approved Change Order. Staff reviewed other similar projects performed by the lowest responsible bidder, Graham Contractors, 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 Funding for this contract is available in the Fiscal Year 2024 Adopted Capital Improvement Program Street Maintenance (PE-86070) and Thermoplastic Lane Marking and Striping (PO- 11001) projects. Table 2: Funding Allocation Funding Source Contract Contingency Total Funding PE-86070 $1,506,580 $150,658 $1,657,238 PO-11001 $87,615 $8,762 $96,377 Total $1,594,195 $159,420 $1,753,615 STAKEHOLDER ENGAGEMENT All streets have been coordinated with the City’s Utilities Department and Office of Transportation to minimize the cutting of newly resurfaced streets. Extensive public outreach will be conducted prior and during the construction phase to keep the community informed, including flyers sent to adjacent residences and businesses. Residents and businesses impacted by the project will be notified via mailer prior to the start of any work detailing where and what type of work is to be expected for the duration of the project. Paving notices will be distributed to impacted parties both 7 days and 24 hours prior to the full street closures. The City website will be updated with the digital version of the mailer as well as the latest construction schedule for full street closures. The schedule will be updated as necessary. ENVIRONMENTAL REVIEW Street resurfacing projects are categorically exempt from the California Environmental Quality Act (CEQA) under Section 15301(c) of the CEQA Guidelines as repair, maintenance or minor alteration of existing facilities and no further environmental review is necessary. ATTACHMENTS Attachment A: Street List and Project Maps Attachment B: Bid Summary APPROVED BY: Brad Eggleston, Director Public Works/City Engineer Street Name Begin Location End Location 1 Ames Avenue Ross Road Cork Oak Way 2 Ames Avenue Cork Oak Way Middlefield Road 3 Arbutus Avenue Thornwood Drive East Meadow Drive 4 Ashton Avenue Cowper Street Ashton Court 5 Ashton Avenue Ashton Court Middlefield Road 6 Ashton Court Ashton Avenue End 7 Bowdoin Street College Avenue California Avenue 8 Bowdoin Street Stanford Avenue College Avenue 9 Bryant Street Addison Avenue Lincoln Avenue 10 Bryant Street Poe Street Hawthorne Avenue 11 Carolina Lane Wilkie Way  End 12 Carolina Lane Wilkie Way  Park Boulevard 13 Celia Drive Agnes Way Burnham Way 14 Columbia Street Stanford Avenue College Avenue 15 Columbia Street College Avenue California Avenue 16 Cork Oak Way End End 17 Cornell Street Stanford Avenue College Avenue 18 Cornell Street College Avenue California Avenue 19 David Avenue Stelling Drive Loma Verde Avenue 20 David Court David Avenue End 21 Dennis Drive Agnes Way Burnham Way 22 Emerson Street Colorado Avenue End 23 Evergreen Drive Thornwood Drive End 24 Gary Court Cowper Street End 25 Greenmeadow Way Creekside Drive End 26 Hamilton Avenue Middlefield Road Hale Street 27 Hanover Street College Avenue Stanford Avenue 28 Hanover Street College Avenue California Avenue 29 Jackson Drive Hamilton Avenue Edgewood Drive 30 Jefferson Drive Hamilton Avenue Edgewood Drive 31 Kenneth Drive Greer Road End 32 Kirby Place Martin Avenue End 33 Lupine Avenue Talisman Drive Driftwood Drive FY24 Streets Preventive Maintenance Project Street List 34 Maddux Drive Greer Road Stockton Place 35 Madison Way Jefferson Drive Hamilton Avenue 36 Marshall Drive Louis Road Moreno Avenue 37 Marshall Drive Moreno Avenue Bruce Drive 38 Marshall Drive Bruce Drive Ross Road 39 Martinsen Court Cowper Street End 40 May Court Mayview Avenue End 41 Metro Circle Metro Circle Metro Circle 42 Oberlin Street Stanford Avenue College Avenue 43 Oberlin Street College Avenue California Avenue 44 Phillips Road Madison Way Edgewood Drive 45 Princeton Street Stanford Avenue College Avenue 46 Princeton Street College Avenue California Avenue 47 Rhodes Drive Hamilton Avenue Edgewood Drive 48 South Court Colorado Avenue End 49 South Court El Verano Avenue East Meadow Drive 50 Stockton Place Maddux Drive Lome Verde Avenue 51 Sutter Avenue Ross Road Clara Drive 52 Tasso Street University Avenue Lytton Avenue 53 Tasso Street Marion Avenue End 54 Tennessee Lane Wilkie Way  Park Boulevard 55 Whitclem Court Whitclem Drive End 56 Whitclem Place Whitclem Drive End Wallis Ct Donald Drive Encina Grande Drive Cereza Drive Los Robles Avenue Villa Vera Verdosa Drive Campana Drive Solana Drive Georgia Ave Ynigo Way Driscoll Ct ngArthur'Maybell Way Maybell Avenue Frandon Ct Florales Drive Georgia Avenue Amaranta Avenue Amaranta Ct Ki sCourt Terman Drive Baker Avenue Vista Avenue Wisteria Ln Pena Ct Coulombe Drive Cherry Oaks Pl Pomona Avenue Arastradero Road Abel Avenue Clemo Avenue Villa Real El Camino Way Curtner Avenue Ventura Avenue Maclane Emerson Street Ventura Ct Park Boulevard Magnolia Dr South El Camino Real Cypress Lane GlenbrookD Fairmede Avenue Arastradero RoadIrven Court Los Palos Cir LosPalosPl Maybell Avenue Alta Mesa Ave Kelly Way Los Palos Avenue Suzanne Drive Suzanne Drive rive El Camino Real Suzanne CtLorabelle Ct McKellar Lane El Camino Way James Road Maclane Second Street Wilkie Way Camino CtWest Meadow Drive Thain Way Barclay Ct Victoria Place Interdale Way West Charleston Road Tennessee LaneWilkie Way Carolina Lane Tennessee Lane Park Boulevard Wilkie Ct Davenport Way Alma Street Roosev Monroe Drive Wilkie Way Whitclem Pl Whitclem Drive Duluth Circle Edlee Avenue Dinah's Court Miller Avenue Whitclem Wy Whitclem Ct Alma Street Monroe Drive Ruthelma Avenue Darlington Ct East Charleston Road LundyLane Newberry Ct Park Boulevard George Hood Ln Alma Street eltCircle 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Cowper Street South Court Waverley Street El Verano Avenue Wellsbury Way La Middlefield Road St Claire Drive Alger Drive Ashton Avenue St Michael Drive St Michael Drive Maureen Avenue Cowper Court Rambow Drive East Meadow Drive Ashton Court Murdoch Drive CowperStreet Murdoch Ct St Michael Court MayCourt Mayview Avenue Middlefield Road Ensign Way Bibbits DriveGailen Ct Gailen Avenue Grove Avenue San Antonio Road Bibbits Drive East Charleston Road Fabian Way T East Meadow Drive Grove Avenue Christine Drive Corina Way Ross RoadCorina Way Louis Road Nathan Way Transport Street Ortega CourtEast Meadow Drive yneCourt alisman Loma Verde Avenue Allen Court Ros s C o u r t Loma Verde Pl Ames Avenue Richardson Court Holly Oak Drive Ames Avenue CorkOakWay Middlefield Road Ames Ct Ames Avenue Ross Road Rorke Way RorkeWay Stone Lane Toyon Place Torreya Court Lupine Avenue Thornwood Drive DriftwoodDrive Talisman Drive Arbutus Avenue Ross Road Louis Road Aspen Way Evergreen Drive East Meadow Drive Corporation Way Elwell Court Janice Way East Meadow Circle East Meadow Circle GreerRoad Bayshore Freeway rive Ellsworth Place San C a r l o s C o u r t Wintergreen Way SutterAvenue Sutter Avenue Clara Drive Price Court Stern Avenue Colorado Avenue Randers Ct Ross Road Sycamore Drive Sevyson Ct Stelling Drive Ross Road David Avenue MurrayWay Stelling Drive Stelling Ct ManchesterCourt Kenneth Drive ThomasDrive GreerRoad Stockton Place Vernon Terrace Louis Road Janic e W a y Thomas Drive Kenneth Drive Loma Verde Avenue CliftonCourt ElbridgeWay Clara Drive BautistaCourtStockton Place Morris Drive Maddux Drive Piers Ct Louis Road Moraga Ct Hanover StreetStanford Avenue Amherst Street Columbia Street Bowdoin Street Dartmouth Street Hanover Street College Avenue California Avenue Hanover Street Ramos Way (Private) Page Mill Road Hansen Way Hanover Street Laguna Ct Barron Avenue Josina Avenue Kendall Avenue Tippawingo St Julie Ct Matadero Avenue Ilima Way Ilima Court Laguna Oaks Pl Carlitos Ct La Calle Laguna Avenue ElCerrit Paradise Way Roble Ridge (Private) LaMataWay Chimalus Drive Matadero Avenue oRoad Paul AvenueKendall AvenueWhitsell Avenue Barron Avenue Los Robles Avenue Laguna Way ShaunaLane La Para Avenue San Jude Avenue El Centro Street Timlott La Jennifer Way Magnolia Dr North La Donna Avenue LosRoblesAvenue Rinc Manzana Lane onCircle Crosby Pl Georgia Avenue Hubbartt Drive Willmar Drive Donald Drive La Para Avenue San Jude Avenue Magnolia Drive Military Way Arbol Drive Orme Street Fernando Avenue Matadero Avenue Lambert Avenue Hansen Way El Camino Real Margarita Avenue Matadero Avenue Wilton Avenue Oxford Avenue Harvard Street California Avenue Wellesley Street Princeton Street Oberlin Street Cornell Street Cambridge Avenue College Avenue Williams Street Yale Street Staunton Court Oxford Avenue El Camino Real Churchill Avenue Park Boulevard Park Avenue Escobita Avenue Churchill Avenue Sequoia Avenue Mariposa Avenue Castilleja Avenue Miramonte Avenue Madrono Avenue Portola Avenue Manzanita Avenue Coleridge Avenue Leland Avenue Stanford Avenue Birch Street Ash Street Lowell Avenue Alma Street Tennyson Avenue Grant Avenue Sheridan Avenue Jacaranda Lane El Camino Real Sherman Avenue Ash Street Page Mill Road Mimosa Lane Chestnut Avenue Portage Avenue Pepper Avenue Olive Avenue Acacia Avenue Emerson Street Park Boulevard Orinda Street Birch Street Ash Street Page Mill Road Ash Street Park Boulevard College Avenue Cambridge Avenue New Mayfield LaneBirch Street California Avenue Park Boulevard Nogal Lane Rinconada Avenue Santa Rita Avenue Park Boulevard Seale Avenue Washington Avenue Santa Rita Avenue WaverleyStree Bryant Street High Street Emerson Street Colorado Avenue Street Emerson Street Ramona Street Bryant Street South Court El Dorado Avenue Alma Street Alma Street HighStreet t Emerson Waverley Oaks Washington Avenue Bryant Street South Court Waverley Street Emerson Street Nevada Avenue North California Avenue Santa Rita Avenue Ramona Street 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Street Tasso Street Cowper Street Ruthven Avenue Hawthorne Avenue Lane 33 PaloAltoAvenue Ever e t t A v e n u e Poe Street Waverley Street Tasso Street Cowper Street Palo Alto Avenue Webster Street Everett Court Lytton Avenue Byron Street Fulton Street Middlefield Road Churchill Avenue Lowell Avenue Seale Avenue Tennyson Avenue Mel v i l l e A v e n u e Cowper Street Tasso Street Webster Street Byron Street North California Avenue Coleridge Avenue Waverley Street Bryant Street Emerson Street Kell o g g A v e n u e Kingsley Avenue Portal Place Ross Road Oregon Avenue Garland Drive Lane A West Lane B West Lane B East Lane D West Lane 59 East Whitman Court Kello g g A v e n u e Embarcadero Road Kingsley Avenue Lincoln Avenue Addison Avenue Lincoln Avenue Fore s t A v e n u e Downing Lane Homer Avenue Lane D East Lane 39 Lane 56 Ham i l t o n A v e n u e Webster Street Waverley Street Kipling Street Bryant Street Ramona Street Addison Avenue Scott Street Byron Street Palo Hale Street Seneca Street Lytton Avenue Guinda StreetPaloAltoAvenue Fulton Street Middlefield Road Forest Avenue Webster Street Kellogg Avenue Middlefield Road Byron Street Webster Street Cowper Street Tasso Street Cowper Street Addison Avenue Lincoln Avenue Boyce Avenue Forest Avenue Hamilton Avenue Homer Avenue Guinda Street Middlefield Road Cha n n i n g A v e n u e Alto AvenueChaucer Street Chaucer Street University Avenue Channing Avenue Addison Avenue Lincoln Avenue Regent Pl Guinda Street Lincoln Avenue Fulton Street Melville Avenue Byron Street Kingsley Avenue Me l v i l l e A v e n u e Hamilton Avenue Hamilton Court Forest AvenueForest Ct Marlowe Street Maple Street Palm Street Somerset Pl Pitman Avenue Fife Avenue Forest AvenueDana Avenue Lincoln AvenueUniversity Avenue Coleridge Avenue Lowell Avenue Fulton Street Cowper Street Tennyson Avenue Seale Avenue Northampton Drive West Greenwich Pl Middlefield Road Newell Road Guinda Street East Greenwich Pl Southampton Drive Webster Street 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Street Webster Street Marion Avenue Welch Road Sedro Lane Peral Lane McGregor Way Monroe Drive Driscoll Place Paulsen Ln Community Lane Lane 15 E Court Madeline Ct David Ct Green Manor Oregon Expressway Oregon Expressway Sheridan Avenue Page Mill Road Cerrito Way Emerson Street Lane 20 W Lane 20 E Oregon Expressway University Avenue Jac o b ' s C t CalTrain ROW CalTrain ROW CalTrain ROW CalTrain ROW Emerson Street Waverley Street Kipling Street Clark Way Durand Way Sand Hill RoadSwain Way Clark Way Mosher Way Charles Marx Way Orchard Lane Vineyard Lane Sand Hill Road Sand Hill Road Sand Hill Road Lane 66 Bryant Street Ramona Street Blake Wilbur Drive West Charleston Road Bayshore Freeway Bayshore Freeway Bayshore FreewayWest Bayshore Road East Bayshore Road East Bayshore Road East Bayshore Road West Bayshore Road East Bayshore RoadBayshore FreewayBayshore FreewayFabian Way Bayshore Freeway Bayshore Freeway Palo Road Shopping Center Way Shopping Center Way Shopping Center Way London Plane Way Plum Lane Sweet Olive Way Pear Lane Lane 66 La Selva Drive Grove Ct Stanford Avenue Lane 12 W Lane 5 E Lasuen Street Jane Stanford Way Escondido Road Olmsted Road Phillips Road Pistache Place El D o r a d o A v e n u e Clara Drive Bellview Dr Eve r e t t A v e n u e Homer Avenue La Calle San Antonio Road Matadero Ave Colorado Pl Los Robles Avenue Timlott Ct Vista Villa PaloAlto Avenue Lane La Donna Avenue Cass Way Kenneth Drive Fabian Way Page Mill Road Middlefield RoadChristine Drive Louis Road Chimalus Drive Hanover Street Community Lane Greenwood Avenue Harker Avenue Parkinson Avenue AvenueMaplewood Pl Byron Street Varian Way Quail Dr Quail Dr Paloma Dr Paloma Dr Trinity Ln Heron Wy Feather LnStanislaus Ln Tuolumne Ln Plover Ln Sandpiper Ln Curlew Ln Mallard LnEgret Ln Klamath Ln Deodar StAlder Ln Spruce Ln Rickey's Ln Juniper Way Rickey's WyRickey's Wy Rickey's Wy Juniper Lane Emerson Street Boronda Lane Tahoe Lane Lake Avenue Donner Lane Almanor Lane Fallen Leaf Street Berryessa Street Cashel St Noble StHettinger Ln Pratt Ln Emma Court Galvez Mall Federation Way Abrams Court Angell Court Arguello Way Arguello Way Avery Mall Ayrshire Farm Lane Barnes Court Bonair Siding Bowdoin Street Campus Drive Campus Drive Campus Drive Campus Drive Campus Drive Campus Drive Campus Drive Campus Drive Campus Drive Campus Drive Churchill Mall Comstock Circle Aboretum Road Aboretum Road Blackwelder Court Cowell Ln Crothers Way Dudley Lane Escondido Mall Escondido Mall Escondido Road Escondido Road Escondido Road Galvez Mall Galvez Street Galvez Street Galvez Street Hoskins Court Hulme Court Jenkins CourtKnight Way Lasuen Mall Lasuen Mall Lasuen Street Lomita Drive Lomita Drive Lomita Mall Masters Mall McFarland Court Memorial Way Museum Way N Service Road Nelson Mall Nelson Road North-South Axis Oberlin St Comstock Circle Escondido Mall Olmsted Road Olmsted Road Olmsted Road Olmsted Road Olmsted Road Palm Drive Palm Drive Pampas Lane Panama Mall Peter Coutts Peter Coutts Road Pine Hill Court Hill Road Quarry Extension Quarry Road Quillen Ct Rosse Lane Roth Way Roth Way Roth Way Running Farm Lane San Francisco n Francisco Court Jane Stanford Way Jane Stanford Way Serra Street Serra Street Thoburn Court Via Ortega Via PalouVia Pueblo Mall Welch Road Wellesley St Wilbur Way Yale St Alma Street Alma Street Alma Street Alma Street Alma Street Hawthorne Avenue Lytton Avenue Sam McDonald Road Sam McDonald Mall Bowdoin Lane Arguello Way Governors Lane Pasteur Drive Alma Village Lane Alma Village Circle Ryan LaneBrassinga Ct Cole Ct Birch Street Arboretum Road Welch Road Pasteur Drive Pasteur Drive This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. Legend abc Microsurfacing I abc Microsurfacing Ii 0' 1500' FY 2 4 S t r e e t s P r e v e n t i v e M a i n t e n a n c e P r o j e c t Lo c a t i o n M a p s CITY OF PALO ALTOINCORPORATED CALIFORNIA P a l o A l t oT h e C i t y o f APRIL 16 1894 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto icalvil, 2024-02-27 12:28:05FY24 Prevent Maint Parcels (\\cc-maps\Encompass\Admin\Personal\icalvil.mdb) Coastland Drive Churchill Avenue Coleridge Avenue Lowell Avenue Tennyson Avenue Rinconada Avenue Santa Rita Avenue Seale Avenue Washington Avenue Santa Rita Avenue WaverleyStree Bryant Street High Street Emerson Street S High t Emerson Waverley Oaks Washington Avenue Bryant Street South Court Waverley Street Emerson Street Nevada Avenue North California Avenue Santa Rita Avenue Ramona Street High Street North California Avenue Oregon Expressway Ramona Street South Court Cowper Street Anton Court Nevada Avenue Tasso StreetTasso Street Oregon Avenue Marion Pl Middlefield Road Warren Way El Cajon Way Embarcadero Road Primrose Way Iris Way Tulip Lane Tulip Lane Garland Drive Louis Road Greer Road Morton Street Greer Road Hamilton Avenue Hilbar Lane Alannah Ct Edge Rhodes Drive Dennis Drive Agnes Way Oregon Avenue Blair Court Santa Ana Street Elsinore DriveElsinore Court El Cajon Way Greer Road North California Avenue Burnham Way Greer Road Indian Drive Santa Catalina Street ArrowheadWayAztec Way Chabot TerraceOregon Avenue Carmel Drive SierraCourt StFrancisDrive wood Dr ive Edgewood Drive WildwoodLane Ivy Lane East Bayshore Road St Francis Drive Wildwood Lane Watson Court Sandalwood Ct O'Brine Lane (Private) Homer Avenue Lane 7 East Fo r e s t A v e n u e High Street Emerson Street Ch a n n i n g A v e n u e AltoAvenue Ha w t h o r n e A v e n u e Eve r e t t A v e n u e Lyt t o n A v e n u e Lane 15 E High Street Bryant Street Lane 6 E Lane 11 W Lane 21 High Street Gilman Street Ha m i l t o n A v e n u e Un i v e r s i t y A v e n u e Bryant Court Lane 30 Florence Street Kipling Street Tasso Street Cowper Street Ruthven Avenue Hawthorne Avenue Lane 33 PaloAltoAvenue Eve r e t t A v e n u e Poe Street Waverley Street Tasso Street Cowper Street Palo Alto Avenue Webster Street Everett Court Lytton Avenue Byron Street Fulton Street Middlefield Road Churchill Avenue Lowell Avenue Seale Avenue Tennyson Avenue Me l v i l l e A v e n u e Cowper Street Tasso Street Webster Street Byron Street North California Avenue Coleridge Avenue Waverley Street Bryant Street Emerson Street Kel l o g g A v e n u e Kingsley Avenue Portal Place Ross Road Oregon Avenue Garland Drive Lane B East Lane D West Lane 59 East Whitman Court Kel l o g g A v e n u e Embarcadero Road Kingsley Avenue Lincoln Avenue Addison Avenue Lincoln Avenue Fo r e s t A v e n u e Downing Lane Homer Avenue Lane D East Lane 39 Lane 56 Ham i l t o n A v e n u e Webster Street Waverley Street Kipling Street Bryant Street Ramona Street Addison Avenue Scott Street Byron Street Palo Hale Street Seneca Street Lytton Avenue Guinda StreetPaloAltoAvenue Fulton Street Middlefield Road Forest Avenue Webster Street Kellogg Avenue Middlefield Road Byron Street Webster Street Cowper Street Tasso Street Cowper Street Addison Avenue Lincoln Avenue Boyce Avenue Forest Avenue Hamilton Avenue Homer Avenue Guinda Street Middlefield Road Ch a n n i n g A v e n u e AltoAvenue Chaucer Street Chaucer Street University Avenue Channing Avenue Addison Avenue Lincoln Avenue Regent Pl Guinda Street Lincoln Avenue Fulton Street Melville Avenue Byron Street Kingsley Avenue Me l v i l l e A v e n u e Hamilton Avenue Hamilton Court Forest Avenue Forest Ct Marlowe Street Maple Street Palm Street Somerset Pl Pitman Avenue Fife Avenue Forest AvenueDana Avenue Lincoln AvenueUniversity Avenue Coleridge Avenue Lowell Avenue Fulton Street Cowper Street Tennyson Avenue Seale Avenue Northampton Drive West Greenwich Pl Middlefield Road Newell Road Guinda Street East Greenwich Pl Southampton Drive Webster Street Kirby Pl Kent Place Tevis Pl Martin Avenue Center Drive Harriet Street Wilson Street Cedar Street Harker Avenue Greenwood Avenue Hutchinson Avenue Channing Avenue Hopkins Avenue Embarcadero Road Ashby Drive Dana Avenue Hamilton Avenue Pitman Avenue Southwood Drive West CrescentDrive CrescentDrive University Avenue Center Drive East Crescen Arcadia Place Louisa Court Newell Pl Sharon Ct Erstwild Court Walter Hays Drive Walnut Drive Newell Road Parkinson Avenue Pine Street Mark Twain Street Louis Road Barbara Drive Primrose Way Iris Way Embarcadero Road Walter Hays Drive Lois LaneJordan Pl Lois Lane Heather Lane Bret Harte Street Stanley Way De Soto Drive De Soto Drive Alester Avenue Walter Hays Drive Channing Avenue Iris Way tDrive Dana Avenue Hamilton Avenue Newell Road Kings Lane Edgewood Drive Island Drive Jefferson Drive JacksonDrive Patricia Lane Madison Way EdgewoodDrive Ramona Street Addison Avenue Channing Avenue Waverley Street Tennyson Avenue Seale Avenue Middlefield Road Byron Street Webster Street Paulsen Ln Community Lane Lane 15 E Green Manor Oregon Expressway Oregon Expressway Emerson Street Lane 20 W Lane 20 E Oregon Expressway Emerson Street Waverley Street Kipling Street Bryant Street Ramona Street Lane 12 W Lane 5 E Phillips Road Bellview Dr Ev e r e t t A v e n u e Homer Avenue Palo Alto Avenue Community Lane Greenwood Avenue Harker Avenue Parkinson Avenue Byron Street Emerson Street Hawthorne Avenue Lytton Avenue This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. Legend abc Microsurfacing I abc Microsurfacing Ii 0' 900' FY 2 4 S t r e e t s P r e v e n t i v e M a i n t e n a n c e P r o j e c t Lo c a t i o n M a p s CITY OF PALO ALTOINCORPORATED CALIFORNIA P a l o A l t oT h e C i t y o f APRIL 16 1894 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto icalvil, 2024-02-27 12:30:44FY24 Prevent Maint Parcels (\\cc-maps\Encompass\Admin\Personal\icalvil.mdb) Emerson Street Roosev East Charleston Road LundyLane elt Circle nderoDrive Wright Place Starr KingCircle Creekside Drive Greenmeadow Way Parkside Drive Dixon Place Ely Place Ely Place Ely Place Adobe PlaceNelson Court Duncan Place Carlson Court Duncan Place Mumford Place East Charleston Road East Meadow Drive Emerson Street Court Bryant Street RooseveltCircle RamonaStreet CarlsonCircle Redwood Circle South Maplewood Charleston Ct East Charleston Road Seminole Way Sutherland Drive Nelson Drive El Capitan Place Loma Verde Avenue Bryson Avenue Midtown Court Cowper Street Gary Court Waverley Street South Court Bryant Street Ramona Street Coastland Drive Colorado Avenue Byron Street Middlefield Road Gaspar Court Moreno Avenue Coastland Drive El Carmelo Avenue Rosewood D Campesino Avenue Dymond Ct Martinsen Ct Ramona Street Bryant Street Towle Way Towle Place Wellsbury Ct Avalon Court FlowersLane Mackall Way Loma Verde Avenue Kipling Street Cowper Street South Court Waverley Street El Verano Avenue Wellsbury Way La Middlefield Road St Claire Drive Alger Drive Ashton Avenue St Michael Drive St Michael Drive Maureen Avenue Cowper Court Rambow Drive East Meadow Drive Ashton Court Murdoch Drive CowperStreet Murdoch Ct St Michael Court MayCourt Mayview Avenue Middlefield Road Ensign Way Bibbits DriveGailen Ct Gailen Avenue Grove Avenue Bibbits Drive Fabian Way T East Meadow Drive Grove Avenue Christine Drive Corina Way Ross RoadCorina Way Louis Road Nathan Way Ortega CourtEast Meadow Drive yneCourt alisman Loma Verde Avenue Allen Court Ro s s C o u r t Loma Verde Pl Ames Avenue Richardson Court Holly Oak Drive Ames Avenue CorkOakWay Middlefield Road Ames Ct Ames Avenue Ross Road Rorke Way RorkeWay Stone Lane Toyon Place Torreya Court Lupine Avenue Thornwood Drive DriftwoodDrive Talisman Drive Arbutus Avenue Ross Road Louis Road Aspen Way Evergreen Drive East Meadow Drive Corporation Way Elwell Court Janice Way East Meadow Circle East Meadow Circle GreerRoad Bayshore Freeway rive Ellsworth Place Sa n C a r l o s C o u r t Wintergreen Way SutterAvenue Sutter Avenue Clara Drive Price Court Stern Avenue Colorado Avenue Randers Ct Ross Road Sycamore Drive Sevyson Ct Stelling Drive Ross Road David Avenue MurrayWay Stelling Drive Stelling Ct ManchesterCourt Kenneth Drive ThomasDrive GreerRoad Stockton Place Vernon Terrace Louis Road Jan i c e W a y Thomas Drive Kenneth Drive Loma Verde Avenue CliftonCourt ElbridgeWay Clara Drive BautistaCourtStockton Place Morris Drive Maddux Drive Piers Ct Louis Road Moraga Ct Emerson Street Washington Avenue High Street Colorado Avenue Street Emerson Street Ramona Street Bryant Street South Court El Dorado Avenue HighStreet Emerson Waverley Oaks Washington Avenue Bryant Street South Court Waverley Street Emerson Street Nevada Avenue North California Avenue Ramona Street High Street North California Avenue Oregon Expressway Ma r i o n A v e n u e Ramona Street Colorado Avenue Waverley Street Kipling Street South Court Cowper Street Anton Court Nevada Avenue Tasso StreetTasso Street Oregon Avenue Marion Pl Webster Street Middlefield Road Ross Road Warren Way El Cajon Way Garland Drive Louis Road Marshall Drive Fieldin Moreno Avenue MarshallDrive Dennis Drive Agnes Way Oregon Avenue Blair Court Santa Ana Street Elsinore DriveElsinore Court El Cajon Way Greer Road North California Avenue gDrive Colorado Avenue Sycamore Drive Amarillo Avenue Van Auken Circle Bruce Drive Co l o n i a l L a n e Moreno Avenue Celia Drive Burnham Way Greer Road Indian Drive Elmdale Pl C Tanland Drive Moreno Avenue Sandra Place Clara Drive Colorado Avenue Greer Road Colorado Avenue Simkins Court Otterson Ct Higgins Place Lawrence Lane Maddux Drive Genevieve Ct MetroCircle MoffettCircle Greer Road ardinalWay Santa Catalina Street ArrowheadWayAztec WayCarmel Drive North California Avenue Ross Road Oregon Avenue Garland Drive Byron Street Webster Street Marion Avenue Court David Ct Green Manor Oregon Expressway Oregon Expressway Bayshore Freeway Bayshore FreewayWest Bayshore Road East Bayshore Road West Bayshore Road East Bayshore RoadBayshore FreewayBayshore FreewayFabian Way Bayshore Freeway Bayshore Freeway Grove Ct El D o r a d o A v e n u e Clara Drive Colorado Pl Kenneth Drive Fabian Way Middlefield Road Christine Drive Louis Road Maplewood Pl Quail Dr Quail Dr Paloma Dr Paloma Dr Trinity Ln Heron Wy Feather LnStanislaus Ln Tuolumne Ln Plover Ln Sandpiper Ln Curlew Ln Mallard LnEgret Ln Klamath Ln Boronda Lane Tahoe Lane Lake Avenue Donner Lane Almanor Lane Fallen Leaf Street Berryessa Street Federation Way Alma Village Lane Alma Village Circle This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. Legend abc Microsurfacing I abc Microsurfacing Ii 0' 750' FY 2 4 S t r e e t s P r e v e n t i v e M a i n t e n a n c e P r o j e c t Lo c a t i o n M a p s CITY OF PALO ALTOINCORPORATED CALIFORNIA P a l o A l t oT h e C i t y o f APRIL 16 1894 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto icalvil, 2024-02-27 12:32:33FY24 Prevent Maint Parcels (\\cc-maps\Encompass\Admin\Personal\icalvil.mdb) Stanford Avenue Amherst Street Columbia Street Bowdoin Street Dartmouth Street Hanover Street College Avenue California Avenue Hanover Street Ramos Way (Private) Page Mill Road Hansen Way Hanover StreetHarvard Street California Avenue Wellesley Street Princeton Street Oberlin Street Cornell Street Cambridge Avenue College Avenue Williams Street Yale Street Staunton Court Oxford Avenue El Camino Real El Camino Real Page Mill Road Peral Lane Page Mill Road Stanford Avenue Olmsted Road Lane C Page Mill Road Abrams Court Angell Court Ayrshire Farm Lane Barnes Court Bonair Siding Bowdoin Street Campus Drive Campus Drive Campus Drive Comstock Circle Blackwelder Court Cowell Ln Dud ley Lan e Escondido Road Escondido Road Escondido Road Esplanada Way Hoskins Court Hulme Court Jenk i n s Court McFarland Court Mears Court Oberlin St Comstock Circle Olmsted Road Olmsted Road O lmsted Road Olmsted Road Olmsted Road Pampas Lane Peter Coutts Circle Peter Coutts Road Pine Hill Court Pine Hill Road Quillen Ct Rosse Lane Running Farm Lane San Francisco Terrace San Francisco Court Serra Street Serra Street Thoburn Court Wellesley St Wilbur Way Yale St Bowdoin Lane This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. Legend abc Microsurfacing I abc Microsurfacing Ii 0' 450' FY 2 4 S t r e e t s P r e v e n t i v e M a i n t e n a n c e P r o j e c t Lo c a t i o n M a p s CITY OF PALO ALTOINCORPORATED CALIFORNIA P a l o A l t oT h e C i t y o f APRIL 16 1894 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto icalvil, 2024-02-27 12:34:08FY24 Prevent Maint Parcels (\\cc-maps\Encompass\Admin\Personal\icalvil.mdb) Encina Grande Drive Cereza Drive Los Robles Avenue Villa Vera Verdosa Drive Campana Drive Solana Drive Florales Drive Georgia Avenue Baker Avenue Vista Avenue Wisteria Ln Pena Ct Abel Avenue Clemo Avenue Villa Real El Camino WayVentura Avenue Maclane Emerson Street Ventura Ct Park Boulevard Magnolia Dr South El Camino Real Cypress Lane Arastradero RoadIrven Court Maybell Avenue Alta Mesa Ave Kelly Way Suzanne Drive Suzanne Drive El Camino Real Suzanne Ct Lorabelle Ct McKellar Lane El Camino Way James Road Maclane Second Street Wilkie Way Camino CtW est Meadow Drive Thain Way Barclay Ct Victoria Place Interdale Way West Charleston Road Tennessee LaneWilkie Way Carolina Lane Tennessee Lane Park Boulevard W ilkie Ct Davenport Way Alma Street Roosev Monroe Drive Wilkie Way Whitclem Pl Whitclem Drive Duluth Circle Edlee Avenue Dinah's Court Cesano Court Monroe DriveMiller Avenue Whitclem Wy Whitclem Ct Ferne Avenue Ben Lomond Drive Fairfield Court Ponce Drive HemlockCourt Ferne Court Alma Street Monroe Drive Ruthelma Avenue Darlington Ct East Charleston Road LundyLane Newberry Ct Park Boulevard George Hood Ln Alma Street elt Circle LinderoDrive Wright Place Star r King Circle Scripps Avenue Scripps Court Creekside Drive Greenmeadow W ay Ben Lomond Drive Parkside Drive Dixon Place Ely Place Ely Place Mumford Place East Meadow Drive Emerson Street Bryant RooseveltCircle RamonaStreet Carl Ramona Street Bryant Street Paul Avenue La Para Avenue San Jude Avenue Magnolia Drive Arbol Drive Monroe Drive Silva Avenue Sil v a C o u r t Miller Court Briarwood Way Driscoll Place Ja c o b ' s C t CalTrain ROW CalTrain ROW West Charleston Road Los Robles Avenue Vista Villa La Donna Avenue Mackay Drive Deodar St Alder Ln Spruce Ln Rickey's Ln Juniper Way Rickey's Wy Rickey's Wy Rickey's Wy Juniper Lane Cashel St Noble StHettinger Ln Pratt Ln Alma Street Alma Village Lane Alma Village Circle Ryan Lane Gene Ct Brassinga Ct Cole Ct This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. Legend abc Microsurfacing I abc Microsurfacing Ii 0' 450' FY 2 4 S t r e e t s P r e v e n t i v e M a i n t e n a n c e P r o j e c t Lo c a t i o n M a p s CITY OF PALO ALTOINCORPORATED CALIFORNIA P a l o A l t oT h e C i t y o f APRIL 16 1894 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto icalvil, 2024-02-27 12:35:17FY24 Prevent Maint Parcels (\\cc-maps\Encompass\Admin\Personal\icalvil.mdb) ATTACHMENT B BASE BID ITEMS QTY UNITS 1 MICROSURFACING SEAL TYPE I 39,039 SY 2.70$ 105,405.30$ 2.69$ 105,014.91$ 3.10$ 121,020.90$ 2.66$ 103,843.74$ 2 MICROSURFACING SEAL TYPE II 84,017 SY 3.15$ 264,653.55$ 2.67$ 224,325.39$ 3.20$ 268,854.40$ 2.12$ 178,116.04$ 3 AC BASE REPAIR USING 3/4" MAX MEDIUM WITH 15% RAP 1,907 TONS 300.00$ 572,100.00$ 273.00$ 520,611.00$ 276.64$ 527,552.48$ 307.00$ 585,449.00$ 4 CRACK SEALING 66,796 LF 1.25$ 83,495.00$ 0.67$ 44,753.32$ 0.72$ 48,093.12$ 0.78$ 52,100.88$ 5 INERT RECYCLING SOLIDS 1,907 TONS 10.00$ 19,070.00$ 7.00$ 13,349.00$ 9.72$ 18,536.04$ 5.65$ 10,774.55$ 6 INERT RECYCLING SOLIDS WITH FABRIC 1,907 TONS 4.40$ 8,390.80$ 4.00$ 7,628.00$ 20.52$ 39,131.64$ 2.25$ 4,290.75$ 7 RESET VALVES AND MANHOLES IN BASE REPAIRS (TBD BY ENGINEER)40 EA 800.00$ 32,000.00$ 625.00$ 25,000.00$ 972.00$ 38,880.00$ 675.00$ 27,000.00$ 8 RESET VALVES (TBD BY ENGINEER)17 EA 800.00$ 13,600.00$ 825.00$ 14,025.00$ 756.00$ 12,852.00$ 900.00$ 15,300.00$ 9 RESET MANHOLE (TBD BY ENGINEER)2 EA 1,500.00$ 3,000.00$ 1,500.00$ 3,000.00$ 972.00$ 1,944.00$ 1,350.00$ 2,700.00$ 10 REMOVE AND REPLACE BLUE PAVEMENT MARKERS 77 EA 30.00$ 2,310.00$ 35.00$ 2,695.00$ 37.80$ 2,910.60$ 37.00$ 2,849.00$ 11 THERMOPLASTIC STRIPING, WHITE, 4" WIDE 172 LF 5.00$ 860.00$ 3.25$ 559.00$ 3.51$ 603.72$ 3.45$ 593.40$ 12 THERMOPLASTIC STRIPING, WHITE, 12" WIDE 4,594 LF 10.00$ 45,940.00$ 12.00$ 55,128.00$ 12.96$ 59,538.24$ 12.70$ 58,343.80$ 13 THERMOPLASTIC STRIPING, YELLOW, 12" WIDE 399 LF 10.00$ 3,990.00$ 12.00$ 4,788.00$ 12.96$ 5,171.04$ 12.70$ 5,067.30$ 14 THERMOPLASTIC STRIPING, CALTRANS DETAIL 2 304 LF 5.00$ 1,520.00$ 2.75$ 836.00$ 2.97$ 902.88$ 2.90$ 881.60$ 15 THERMOPLASTIC STRIPING, CALTRANS DETAIL 9 5,740 LF 5.00$ 28,700.00$ 2.75$ 15,785.00$ 2.97$ 17,047.80$ 2.90$ 16,646.00$ 16 THERMOPLASTIC STRIPING, CALTRANS DETAIL 21 145 LF 6.60$ 957.00$ 5.50$ 797.50$ 5.94$ 861.30$ 5.80$ 841.00$ 17 THERMOPLASTIC STRIPING, CALTRANS DETAIL 22 1,863 LF 8.80$ 16,394.40$ 6.00$ 11,178.00$ 6.48$ 12,072.24$ 6.35$ 11,830.05$ 18 THERMOPLASTIC STRIPING, CALTRANS DETAIL 24 242 LF 8.80$ 2,129.60$ 2.50$ 605.00$ 2.70$ 653.40$ 2.65$ 641.30$ 19 THERMOPLASTIC STRIPING, CALTRANS DETAIL 27B 310 LF 6.00$ 1,860.00$ 3.00$ 930.00$ 3.24$ 1,004.40$ 3.15$ 976.50$ 20 THERMOPLASTIC STRIPING, CALTRANS DETAIL 28 110 LF 8.00$ 880.00$ 12.00$ 1,320.00$ 12.96$ 1,425.60$ 12.70$ 1,397.00$ 21 THERMOPLASTIC STRIPING, CALTRANS DETAIL 36 500 LF 8.00$ 4,000.00$ 5.00$ 2,500.00$ 5.40$ 2,700.00$ 5.30$ 2,650.00$ 22 THERMOPLASTIC STRIPING, CALTRANS DETAIL 36B 235 LF 8.00$ 1,880.00$ 5.00$ 1,175.00$ 5.40$ 1,269.00$ 5.30$ 1,245.50$ 23 THERMOPLASTIC STRIPING, CALTRANS DETAIL 38 1,245 LF 8.00$ 9,960.00$ 5.00$ 6,225.00$ 5.40$ 6,723.00$ 5.30$ 6,598.50$ 24 THERMOPLASTIC STRIPING, CALTRANS DETAIL 40 100 LF 5.00$ 500.00$ 4.00$ 400.00$ 4.32$ 432.00$ 4.25$ 425.00$ 25 THERMOPLASTIC PAVING LEGENDS 256 EA 85.00$ 21,760.00$ 300.00$ 76,800.00$ 324.00$ 82,944.00$ 317.50$ 81,280.00$ 26 ALLOWANCE FOR MISC TRANSPORTATION IMPROVEMENTS 1 LS 15,000.00$ 15,000.00$ 15,000.00$ 15,000.00$ 16,200.00$ 16,200.00$ 15,000.00$ 15,000.00$ 27 TRAFFIC CONTROL 1 LS 330,000.00$ 330,000.00$ 335,000.00$ 335,000.00$ 386,742.28$ 386,742.28$ 480,000.00$ 480,000.00$ 28 TREE TRIMMING 100 CREW HRS 550.00$ 55,000.00$ 495.00$ 49,500.00$ 432.00$ 43,200.00$ 450.00$ 45,000.00$ 29 NOTIFICATION & POSTING 1 LS 17,875.00$ 17,875.00$ 35,000.00$ 35,000.00$ 5,400.00$ 5,400.00$ 25,000.00$ 25,000.00$ 30 UTILITY TIE-OUTS 1 LS 6,600.00$ 6,600.00$ 5,500.00$ 5,500.00$ 9,720.00$ 9,720.00$ 5,600.00$ 5,600.00$ ADD ALTERNATE 1 QTY UNITS 1 VOLCANIC IN ORIGIN BLACK ROCK AGGREGATE 123,056 SY 0.01$ 1,353.62$ 0.12$ 14,766.72$ 0.07$ 8,613.92$ 0.25$ 30,764.00$ FY2024 Preventative Maintanence Projcet ENGINEER'S ESTIMATE BASE BID TOTAL ENGINEER'S ESTIMATE 1,669,830.65$ IFB 190225BID SUMMARY PAVEMENT COATINGS, CO. 1,742,440.91$ PAVEMENT COATINGS, CO. VSS INTERNATIONAL, INC. 1,734,386.08$ VSS INTERNATIONAL, INC. GRAHAM CONTRACTORS, INC. GRAHAM CONTRACTORS, INC. 1,579,428.12$ CONTRACT TOTAL AMOUNT (BASIS OF AWARD) PERCENT OVER ENGINEER'S ESTIMATE 1,671,184.27$ 1,594,194.84$ 1,743,000.00$ BASE BID + ADD ALT + CONTINGENCY 1,753,614.32$ 1,917,300.00$ + 10% CONTINGENCY 167,118.43$ 159,419.48$ 174,300.00$ 1,773,204.91$ 1,838,302.69$ -5% 4% 6% 1,950,525.40$ 177,320.49$ Dear Mayor and Council Members, On behalf of City Manager Ed Shikada, please see staff responses below for questions from Council Member Tanaka on the Monday, April 15 Council Meeting. Item 5: Approval of Construction Contract C24190225 with Graham Contractors, Inc. in an Amount Not-to-Exceed $1,594,195 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders for Related Additional but Unforeseen Work that may Develop During the Project Up to a Not-to-Exceed Amount of $159,420 for the Fiscal Year 2024 Streets Preventive Maintenance Project, Capital Improvement Program Projects PE- 86070, and PO-11001; CEQA status – exempt under CEQA Guidelines Section 15301(c) 1. In light of Graham Contractors, Inc.'s legal dispute detailed in the case of Graham Contracting, Ltd. v. City of Federal Way, which has exposed vulnerabilities in managing contractual obligations and dispute resolutions that ultimately resulted in a lawsuit as a result of contractual delays, how does the city propose to mitigate these risks in the administration of the Fiscal Year 2024 Streets Preventive Maintenance Project? Please provide detailed strategies that will be employed. Staff response: First, it should also be noted that the contract award pertains to Graham Contractors, Inc., a California corporation, and not Graham Contracting, Ltd., a Washington corporation, as referenced in the legal case. In the Graham Contracting, Ltd. v. City of Federal Way case, a court found against Graham Contracting and in favor of the City of Federal Way because Graham did not follow the dispute resolution procedures included in the relevant contract. As is common practice in staff’s administration of all construction contracts, in the event of a dispute staff will insist that the contract dispute resolution procedures are followed and will not waive the City’s rights under the contract. 2. Given the current economic climate and the pressing needs of our community in other critical areas such as housing, how does the city justify prioritizing this particular street preventive maintenance project over other potentially more urgent community needs? Furthermore, what comprehensive assessment confirms that the current condition of the streets involved in this project indeed warrants this level of immediate investment, or could these funds be more effectively allocated to address other immediate challenges facing our community? Staff response: The prioritization of funding for City needs is conducted by the City Council through the annual budget process. The City Council has budgeted an annual amount in the capital improvement program’s Street Maintenance project to further the City’s goal of maintaining an average citywide pavement condition index score of 85. As described in the staff report, staff conducts biennial surveys of all City streets to determine pavement condition index scores that, along with planned utility work and bicycle facilities, are used to prioritize which streets are selected for this annual project as well as the annual street resurfacing project. 3. In light of the discrepancy between Graham Contractors, Inc.'s bid and the engineer's estimate, which suggests a significant undervaluation or possible oversight in the project's complexity and required resources, can you explain how the city plans to ensure that this contract will not encounter unforeseen cost overruns or require additional funding beyond the allocated budget? Specifically, what measures are in place to prevent the project from exceeding its financial boundaries due to the initial underestimation, and how will these measures protect the city's financial interests without compromising on the quality and timeline of the project? Staff response: The engineer’s estimate is based on previous project pricing with consideration to inflation to come up with an estimated total project cost. In this instance, the bid from Graham Contractors, Inc. came in 5% below the engineer’s estimate. The budgeted contract amount will be fixed to the amount of $1,753,615 which includes a 10% contingency amount to account for any unforeseen circumstances. Historically for this annual project, staff has not encountered issues staying within these financial boundaries. For any adjustments to the Contract Value, the contractor is required to follow City processes outlined in the construction contract. Requests are reviewed by project staff and approved or rejected accordingly. Item 6: Staff Recommends Increasing the Budget for the Advanced Heat Pump Water Heater Pilot Program by $846,000 to Increase Participation with Higher Rebates, and Amend the Fiscal Year Budget Appropriation for the Gas Fund; CEQA Status: Not a Project under CEQA Guidelines Section 15378(b)(5) 1. Considering the significant allocation of $846,000 from the Gas Fund's Cap and Trade Reserve for the HPWH Pilot Program, could you elaborate on how this investment compares, in terms of projected environmental impact and cost-effectiveness, with other potential uses of these funds? Specifically, how does this initiative align with our broader sustainability goals compared to alternative projects that these funds could support, ensuring we maximize the environmental benefit and equity per dollar spent across the community? Staff Response: To meet the City’s S/CAP goals, staff is working to implement a number of programs targeting GHG emissions reductions in both residential and nonresidential building sectors as well as the transportation sector. Within the residential building sector, water heating in single family homes accounts for 40% of the GHG emissions and is the second most cost-effective GHG emissions potential, behind central HVAC system with cooling, which accounts for only 10% of the GHG emissions in single family homes (see chart below). While there are other strategies that are more cost effective than electrification of water heating in single family homes, the City will not be able to meet its 80x30 goals by solely relying on GHG emission reductions in the transportation sector. source: 2022 Sustainability/Climate Action Plan 2. Considering that nearly 44.1% of Palo Alto's population are renters and may face barriers to participating in the HPWH Pilot Program, how does the city plan to ensure equitable access to the program's benefits across all income levels and housing situations, particularly for those who may not have the authority to make such installations in their homes? Staff Response: Staff agrees that renters should have equal access to electrification programs and their benefits. The current turnkey HPWH program is open to participation by renters with consent by their landlords. Because the program is designed to provide the service of a pre-screened contractor that can cover the electrical and plumbing work as well as the permit coordination, with an upfront cost to replace a gas water heater with a HPWH that is lower than a like-for-like gas water heater replacement, this makes the program attractive from a landlord perspective. Low-income residents in single-family homes are eligible to participate in the Residential Energy Assistance Program (REAP), which offers a HPWH retrofit at no cost, in addition to other no cost efficiency retrofits. The City continues to receive generous state incentives for HPWH retrofits for income-qualified customers, with up to $4,885 for each HPWH installed plus an additional $4000 for electrical upgrades. 3. How does the city justify the expectation to double the program's installation rates from 350 to 700 participants with the proposed incentives, which are notably less generous than those offered after November 1, 2023? Specifically, what strategies are in place to ensure that the reduced incentives will still effectively motivate a significant increase in participant uptake, despite the increased financial commitment required from them? Staff Response: The new incentives, while slightly lower than the previous incentives that included the state's TECH funds before they were expended, will continue to offer a new HPWH retrofit that is price-competitive with a like-for-like gas water heater replacement. With the new incentive level, the average customer cost for a new permitted HPWH will be $2,300, or $1,100 if they choose the zero interest on bill financing option. After taking into account the 30% federal tax credit for heat pump installation, the net customer cost is just $1,600. By comparison, a gas tank water heater replacement is between $2,000 to $2,500 before the permit cost. This means the customer will continue to get substantial savings by choosing the turnkey HPWH program. Item 10: Approval of Contract Amendment Number 2 to Seven On-call Consulting Contracts to Increase in the Amount by $500,000 to a Total Not to Exceed to $3.5 Million and Extend Term by Three Months to Provide Expertise for Long Range Planning Projects, Application Processing, Environmental Review, and Other Planning Analysis in the Planning and Development Services Department 1. Given the proposal to increase the budget for on-call consulting contracts by $500,000, the staff report fails to provide a precise, itemized breakdown of this allocation, offering only broad implications of its use across various projects and services. Considering the importance of fiscal responsibility and transparency to our constituents, what is a detailed justification for this increase? Specifically, how will each segment of the increase directly contribute to the city's strategic priorities and deliver tangible benefits to our community? We are seeking more specifics rather than the broad strokes provided in the staff report. Staff response: The proposed amendment seeks to augment contract capacity only, without the need for an additional increase to the budget. The budget to support this work has already been approved in the FY2024 Operating Budget. The additional contract capacity will support: current planning application processing, the next phase of the parklet prototype study, continuation of the retail study, Housing Element program implementation, and any Council priorities that are initiated between now and September 2024. Approval of this item is directly in support of providing planning services to the community and addressing the City’s strategic priorities. The budget and work associated with these contracts have already been approved by Council, and no additional budget will be allocated without Council consideration and approval. 2. Given the proposed $500,000 increase in the budget for on-call consulting contracts, and recognizing the critical need for the city to maintain and develop its internal planning and development expertise, how does the city plan to address the potential long-term negative impacts of this dependency on external consultants? Specifically, how will the city mitigate the erosion of in-house expertise, manage escalating costs associated with prolonged consultant use, and ensure operational consistency amid potential risks introduced by relying heavily on external entities? Is there a strategic plan in place to balance the benefits of external expertise with the development of our city staff's capabilities to safeguard our fiscal health and strategic autonomy? Staff response: The use of on-call consultants offers a flexible solution to the City’s evolving needs, enabling staff to respond to the changing needs of the community while maintaining fiscal prudence. Through the use of on-call consultants, the City has the ability to scale services up or down based on workload, staffing level, technical expertise, and economic conditions. This approach ensures the continuity of services during staffing vacancies or peak application volume and provides specialized expertise required for policy consideration as it relates to Council priorities. Utilizing on-call consultants allows the department to avoid overstaffing for peak application volume and specialized technical support, thereby contributing to the City’s financial health and operational flexibility.