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October 17, 1991
THE HONORABLE CITY COv~CIL
Palo Alto, California
Alma Street/Meado..-Drive Tmpr-ovemE!,nts., CIP 19073
Construction contra~
Members of the Council:
Report in Brief
-~--DL....Qf.
This report recommends that Council aw~rd a construction contract
to Granite construction COMpany in the a~ount of $146~221 for Alma
street/Meadow Drive Improvements.
As part of the F'i 90-95 Capital Inlprovetf,ent program, Cou'ncil
authoriz.ed $500,000 for the Alma/Me.adow Intersection Improvement
pt-oject. On Sept~mber 23~ 1991, CCliJ'lcil received a report
describing the status of iroprovements at the Alma Meadow
intersection, stating that the remaining improvements to be
constructed by the City were out to bid and "Would be brought to
council for approval in OCtober~
Discussion of' constr-.\JctJon Contract
Bids 'Were re.ceived from five qualified contractors as sho'''''n on the
attached summary (Attachment A). Staff recomnends that the bid of
$146.221 submitted by Granite constructior company~ be determined
by Council to be the lowest responsible bid a.nd the contract
aw~rded accordingly (Attachment 5). This bid is 29 percent b~lo~
the engineers estimate of ~205,961.
Improvements include new traffic signc:.ls, street resurfacing,
r-estripinq {including nE,; bicycle lanes}, neW' sidewalk in the
Southern Pacific (SP) right-ot-way, ~edian island modifications,
and a new bus turn-out .... ·ith drainage improvements on Alma Street.
construction is scheduled between early Movember and mid-December
(weather allOwing), pending a prompt response by SP to issue the
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CMR:467:91
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cont,acto~ a right-~f-entry. All de$i9n ~ork has been coordinated
in advance with SP, the Public Utilities Commission (PUC}I and the
santa Clara County Transportation >.gency.
A brief description of the actions necessary to implement this
project include the follo~ing:
1. SP, PlTC and Santa Clara County Transportation Agency approval
of the project plans. All of these agencies have given their
approval~ No Council action is required.
2. SP right-ot-entry. The City must obtain a right-of-entry in
lieu of a permanent construction easement. This is necessal."Y
to construct the bus '1:urnout :""ithin SP right-of-way on Alma
Street. The right-of-entry has been obtained from SP and no
Conncil action is required.
J. Construction Easement and CO:1tractor' s Right-of-Entry. These
ite:ms must be obtained by the Contractor after the a· ... ard of
the construction contract. This process is estimated to take
threE:! weeks.
4. Street or High· ... ay Easement Agleement with SP.
is necessary to construct. maintenance related
MeaQow Drive ~ithin the SF riqht-of-~ay such
restriping, sidewalk and base tai lure repail-.
already exists and no further Council action
This agreement
improvements to
as resurfacing,
T~i5 agreement
is required.
5. Cost Sharing Agreeme~t ~ith the county of Santa Clara Transit
District for the canstrIJctior. of the Alma Street bus stop
turnout at Meadow Drive.. This agreel'!1ent provides a maximum of
$27,000 in funds to be provided by the CO'lnty to the City for
the bus stop tl.!rnout project. Staff .. ill request Council
approval of this agreement prior to the e.nd of November.
construction of the bi.ls stop turno'J.t ]'\'lay proceed prior to
Council approval of this ag~eement.
Discussion of COm.n1UD.ltv Outreach
In order to obtain feedback and provide as much infcrlF,ation as
possible to the community, staff placed an insert in the JLS Middle
School August -letter to all parents!1 (Attachment C), made flyer
handout~ available to attendees {parents and children) of the JLS
Middle School on wBik.e to School Sundayn, {Attachrr,ent D) and met
wi th the Parent Teachers Association (PTA). Both the ir,sert and
flyer haf1douts lo.'e!'e designed to ans .. er questions "bout the project
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CMR:467:91
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and its status. At the ~rA meeting, staff reported that the Phase
I improve~ents had been completed prior to the start of sch~ol as
scheduled; discussed ne~ federal funding and approval problems for
installation of SP rtalated improvements (CMR:433:91); .and reviewed
specific actions staff ~ould take to maintain safety during
construction.
The PTA became concerned over the possible loss of the SP planned
improvements and indicated they would request help from local state
representatives. otherltl'ise, the PTA .... as pleased .. ith the city
related work and the specific measures taken by staff to assure the
iDprovements were constructed in a safe rnan~er.
Discussion of Rernain~ng Work to Be Done
As previously indicated to Council (CMR:365:91) r the Alma/Meado\tl
improvements vere to be constructed in three phases. Phase I has
already been completed and the city portion of Phase II ~ill be
completed by mid-December, 'Weather allo\,ling. The 'Work remaining is
to be done by SP (part of Phase II and all of Pha~e III1. The City
portion of Phase II ~ork can be done separately and independently
of any SP work and \tIill not be adversely a.ffected b)~ remaining SP
Phase II and Phase III construction.
SP Phase II improvemet'lts include rubberized crossing and
track/bet3d{ng improvements; Phase III consists af vehicular gates,
cantilevered signals and pedestrian gates. Recent discussions with
caltrans and SP indicate that FY 90-91 Federal Program 130 funding
may be reappropriated into the FY 91-92 Federal program 130 Fund.
These funds would then be available to pay for 90 percent of the
cost of SP's Phase II and III improvements. Confirmaticn of
funding availability is expected in early November. Staff will
return to council with the necessary funding agreements later in
the f~ll if this reappropriation takes place.
Environ_mental }I_ssessment
This project .is categorically e:Ke-mpt as defi:ned by the California
Environmental Quality Act.
Recommendation§.
staff recommends that Council:
1. }.pprove and a~thorL::e the Mayor to exeClI.te the attached
contract ~ith Granite Construction company in the amount of
$1-46.221 for the Alma street/Meado~ Avenue Improvement
Project.
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CMR:467:91
2. Authorize .the City Manager or his design2'e to negotiate and
execute one or more cnange orders to the construction contract
with Granite Construction Company, the value of all of vhich
chan':Je orders stla 11 not exceed $22, DO~.
Respectf~lly submitted,
J::~G~
Assistant Director of public Works
DAVID G. ADAMS
Director of Public Works
E FLEMING
Assistant City Manager
cc: Palo Alto Bicycle Advisory Committee
city School Traffic Safety committee
Attachments! A. Bid Summary
B. Contract pages
C. JLS Middle School August mail insert
D. Bike-to-School Sunday flyer handout
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CMR:467:91
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Attachme.nt B
CONTRACT
THIS AGREEMENT is made and entered into, in duplicate, this
day of , 19 __ , oy and between the city of Palo Alto l
California, herein~ft..er called trCIT'l", and Granite Cons_~ruction Company
~~ ____ ~ __ ' hereinafter callec "Contractor~, ~hose Taxpayer Identification
Number is~
For and in consideration of thei~ mutual covenants, the parties hereto
agrea as follows;
1. Contractor shall do all the work and furnish all the materials necessary
to construct and complete in a good, workmanlike and substantial manner,
and to the satisfaction of the
City of Palo Alto, the following:
AI.M.~ STREETlMEADOW DRIVE IMPROVF...'·tENTS -__ CIP __ ~1,,-9,,-O,,-7.w.) _____ _
2. ~his contract shall consist of the following documents on file ~ith the
City Clerk, all of which are incorporated herein and ~ade a part hereof
by reference there~o:
a. This Contract
b~ Notice Inviting Sealed Proposals
c. AccepteQ Proposal
d. Standard Speciticat.1ons dated 1972, as a:nended~ or as
superseded by other documents incorporated herein.
e. General Provisions
f. Technical Specifications --Special Provisions
g~ Certificate of Insurance
h. Perfo~ance Bond
i. Labor and ~aterials Sond
j. Affirmative Acti~n Guidelines and Compliance Report
k~ Any and all supplemental agree~ents ~hich amend O~ extend
the ~ork conte~plated and ~hich may be required to complete
the ~ork in a substantial and acceptable ~anner.
3. In consideration of such 'Jork, CITV shall pay Contra.:tor the amount
specified in his bid in the manner provided in said standard
Specifications dated 1972, as amended.
4. Concurrently with the executior. of this contract. Contractor shall
provide CITY with tne Contractor's Labor and Material and Faithful
Performance Bonds and certificates of insurance, including any ""orkel',s'
co~pensation insurance required ~y the l~~s of the state of California
O~ otherwise required in said specifications,
s. This contract shall not be assigned by Contractor.
Cit)' of PalJ A .... CONTIl .. cr (",'<;01) ,.,.,
~_"~ ... __ ....... "r ........... r_I"· ~-'!fIO"~. __ • :~_,_
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CONTRACT {Continued)
6. All claias by Contracto~ regarding extra ~ork. charges j delay ~r other
disputes arising out of the Contract must be submitted to C!TY in
writing within ten (10) working days after the claim arose I describing
in detail the nature and value of the disputed work or claim.
7. Contractor hereby agrees to indemnify, defend and hoid harmless CITY,
its officers, agents, and employees frem any and all d~mands, claims or
liability of any i'latiJre l ca'..lsed by or arising out of Contr~ctor's, its
officers', agents', or employees' negligent acts, errors .. or omissions,
or 'Willful misconduct.. or conduct for ;;hich the law imposes strict
liability on Contractor in the performance or failuz-a to perform this
Agreement~
8. This Agreement represents the entire Agreement bet~een th~ parties with
respect tc the purchase and sale of the equipment, materials, or
supplies or payment for services 'Iol'hich may be the subject of this
Con~~act. All prier agreements, representations, statements, negotia
tions and undertakings 'Whether oral or 'lliritten .2'.re superseded here!:ly.
9, No payment, partial payment, accept~nce, or partial acceptance by City
shall operate as waiver on the part of City of any of its rights ur.dar
this contract.
lO~ contractor agrees to permit CITY to audi t r at any reasol"!3ple time during
the term of this Agreement and for three (3) years thereafter,
Contractor's records pertaining to matters covered by this Agreement.
Contractor further agrees to maintain such records for at least three
p) years after the term of t.his .Agre€1I1ent.
IN WITNESS WHEREOF .. the Parties have set their hands all on the day and year
first above written.
ATTEST:
Cit.y Clerk
APPROVED:
Clty Manager
Public Works Department
Director of Finance
Risk Manager
CITY OF PALO ALTO, CALIFORNIA
By: ___ _
Mayor
CONTRACTOrt
By: __
Title:-----------
Taxpayer I~D.I ____ _
APPROV~D AS TO FORM:
City Attorney
"'",--
PUbli~ Works Department
Engineering Division
(415) 329-2151
Attachment C
July 18., !991
To the parents of children attendinq JLS Middle School,
As you may be-a'Ware., the City of Palo Alto vill be constructing
improve~ents to the intersection at Alma street and MeadoW' Drive.
The intent of this letter is to inform you (and indirectly your
children) about the Scope of Work planned and the timing of
improvements that may affect your chil~en"s commuts to schooL
Since our underlying concern is to make their commute as safe as
possible r 'We hope this letter will help you to preparoa your
children for commuting to and from school.
SCOPB OF WORK AND TIMING
Tr.e project wi~l be constructed in three pnases.
'Will pe started durinq the month of August and be
September 1, 1991. This work will include:
The. first pl';l._~se
cO!!'Jplcted before
• installation of 10 ha~dicap ramps; two at Second and West
Meadow, four at Park and West Meadow, and four at Alma and
Meadow
• reconstruction of the pedestrian median island at Alma and
East Meadow and the median island at Park and west Headow
• striping of new bike lanes along West Meado~ bet~een Alma
and Secon~ street which vill complete the bike~ay corridor
on Meadow Drive
The second phase 'Will be cC!I'pleted approximately 3 months after
school has started. Improvements constructed durinq -t.his phase
will include work b~' the Cit)'" and SouthErn Pacific Transportation
Company.
work ~y the city:
• new traffic signals at Alma/Meado,,", intersection
• installation of new sidewalk and one handicap ramp within
the Southern Pacific right-of-way
• resurfacinq .and permanent restriping of the Alma/Meado...
intersection and along ~lest Meadow from Park to Alma
• construction of a new bus duck-out on the southwest corner
of Alma Street southbound, with new side~alk leading to the
intersection
\
Letter to parents
page 2
i.
Work by Southern Paoific Transportation company:
• railroad track and bedding improvements including new
rubberized surface c~ossing material
The third phase .... 111 :be completed anytime between J and 18 months
af~er school starts. This ~ork will be performed by South Pacific
Transportation Company and will include ne~ pedestrian and
vehicular railroad warninq gates and it ne~ ... cantilever 'Warning
signal.
Since phasa 2 and possibly phase 3 will be completed when school is
in session, city Staff ~ill do the utmost it ensure the safety of
school chi~dren going to and from school in the vicinity of
construction activities. Specifically, t.he City ...-il1 provide.
adequate adult uniformed cr-ossing guard protection for-school
children during both the morning and afternoon c~mmute to and from
school~ In addition a full time flag person, part time southern
Pacific inspector, and part time city inspector will be available
during City worK~ Also advance vehicle and pedestrian signs will
be placed to warn of ~ork ahead.
City staff 'Will also contin~e to 'keep you and your children
infonned with advance notices to parents, school (5), and the
neighborhood surrounding the work area. The Public Works
Department will have hand-outs available at the -Bike to School
event at JLS O~ Sunday, Sept~~ber ~, 1991, at the Fire D~part~ent
info~ation table. In addition, city staff ~ill also attend the
first P.T.A. meeting on Thursday, September 12, 1991 to brief
parents on the scope of work and timing ~or phas~s two and three of
the ~crk schedule. Detailed plans ~ill be presented at the P~T.A.
meeting and are also available for viewing in the Department of
Public Works-Engineering, sixth floor, city Hall. If you have any
questions or concerns, please contact Scott Wahl, Project Enqineer
at 329-2160 or Pat Stone, Projec:t Manager at 329-2~J6 ~
Sincerely~
Pat stone
Senior En9ineer
cc~ file 19073-1.0
Attachml';!L1t D
PROJECT UPDATE -ALMA/MEADOW INTERSECTION IMPROVEMENTS
TO: BIKE TO SCHOOL SUNDAY PARTICIPANTS
FROM: THE CITY OF PALO ALTO -PUBLIC WORKS ENGINEERING DIVISION 1329-21601
This is an informational handout to inform you on the ""Jork. that has been completed during August
under Phase 1 and to upciaM you on the improven"ll!!nts stilt to comE under Phases 2. and 3.
Improvements completed during August encompassing the first phase at construction;
• instanation of 10 new handicap ramps at Hie following locations: two at Second and \Vest
~eadow; four at Park and \'Vest MeodO ...... and four at Alma and Meadow
• reconstruction of the pedestrian median island Or"_ the northeast corner of Alma and East
Me3dow
• compjetion of the bikeway c:orrido( along West Meadow including new bike lane striping
along West Meadow between Arma and Second Street
Phase 2. loVo(k is still scheduled to be completed approximately 3 months atter school had started.
The impro\lemems win inclod'e WQf\c. by the Cit)! and Southern Pacific Tlansport&tion Company_
Work by the City wit! incbde:
• inst8nation of new sidewalk and one fjandicap ramp withfn the Southern Pacific fight-of-way
• re.::iurfacing and permanent restriping of the AfmalMeadow intersection and along West
Meadow (com Park to Alma (bi1c.e lanes inc:ItJded}
• new traffic signars at AJmalM'eadow intersection
• construction of I new bus duck-out on the :!>outhwest corner of Alma Stre~t soutf'lbo\Jnd~
"'lith new sidewalk leading to the intersection
• traffic median recOf\Struction at West Meadow and Park to allow access fO( bicycles and
emergency vehicles onry
Work bV Southern F,acific Transportation Campan;--:
• railroad track and bedcfing improvements including new rubberized surface crossing material
Phase:3 wifl be completed anytime between 3 and 18 months after school sta:ts. This wack will be
performed by SOL'thern Pacific: and wi!! include new pedestrian and vehicular ran road warning gates
and a new cantnever warning signal.
Because of the imponance of maintaining safety durlng construction after school begins. City staff
will be taking the fonowin-g actions, as outlined in the August flyer: provide key project personnel.
control consttuction hours. and keep you informed with advanc£; noticing. City staff will continue to
work closely with JlS principal, Jim Mathiott.
Although all of the Afma/Meadow work will not be completed prior to the ~tart of school. it will be
accompli.s.ned O("\, a phased tiroetine s.chedule as quickl.,. end effidentl:; as possible. The Citlf wilt
ensure that an improvements are constructed safely and that every precaution will be taken to
facifitate the safe mO'vemeflt of studen.ts to arid from schooL
City staff will be attending the first P, T.A meet,ng on Th;JfSday. September 12. 1991 to bri&f parents
00 the scope of work and timing for phases two and three of the work schedule. Detailed plans will
be presented at the P.T A. meeting and are also available for viewing in the Department of Public
Works-Engineering. sixth floo..-. City Han. Sil6,,91
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