Ralston Segment 3 Pavement Rehabilitation - Staff Report.docx
STAFF REPORT
Meeting Date: May 10, 2022
Agency: City of Belmont
Staff Contact: Jared Barrilleaux, Public Works Department, (650) 595-7469, [email protected]
Agenda Title: Ralston Corridor Improvement Project – Segment 3 Pavement Rehabilitation Agenda Action: Resolution
Recommendation
Adopt a resolution 1) authorizing a budget appropriation of $350,000 in available Measure I funds to the Ralston Avenue Corridor Improvement Project Segment 3 #3223 (234-3-730-3223-9030), 2) authorizing the City Manager to execute Change Order Number 9 for $512,000 for the Ralston Corridor Improvements Project - Segment 3, City Contract Number 2020-589, and 3) authorizing the City Manager to execute a Task Order Amendment with MNS Engineers for additional Construction Management services not to exceed $300,000.
Strategic Focus Area
Infrastructure and Mobility
Background
Ralston Avenue Corridor Improvements – Segment 3 will improve safety along Ralston Avenue from Alameda De las Pulgas to South Road for people biking, walking, and driving. The project is funded by a few sources; $1 million One Bay Area (OBAG 2) federal grant, $1 million grant from the County Transportation Authority, specifically for the sidewalk and bike lane portions, $400,000 from Measure W, and $580,000 in Measure I funds. In all, the project’s funding totals just over $3 million.
The project consists of sidewalk rehabilitation aimed to replace asphalt sidewalk previously in poor condition on the Ralston Avenue corridor. New lasting concrete sidewalk paths have been widened to provide adequate width for pedestrians and Americans with Disabilities Act (ADA) paths of travel, and two new rapid flashing beacons have been added to improve pedestrian safety. Curb faces have also been realigned to allow room for new contiguous Class II bike lanes in areas where current bike lane gaps exist.
Conflict areas of the bike lanes as they cross intersections will be painted green to increase visibility and provide a safer path of travel for drivers and bicyclists. New curb ramps are included in the project at street corners to meet ADA guidelines. The original project design and scope also included localized asphalt dig-outs and a slurry seal surface applied to the existing asphalt within the project limits to extend pavement life.
The project was originally anticipated to take approximately 90-days to completes, however, unforeseen issues along the way related to PG&E delays in adjusting utility boxes, survey corrections, and custom driveway approach changes, resulted in additional delay days and is now it has evolved to over 150 working days, thus the original scope of inspection and construction management (CM) services has been also consumed.
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Ralston Segment 3 Pavement Rehabilitation - Staff Report.docx Staff proposes to use Measure I funds and utilize other cost-saving measures as identified in this report for allocation to this project to cover the proposed pavement enhancements and construction management services to complete the project this year.
Analysis
The original asphalt preservation scheme of asphalt dig-outs and slurry seal was deemed most appropriate at the time of initial project scoping, in 2019. However over recent years, the condition of the asphalt in many locations along the project corridor has deteriorated considerably. Slurry seal pavement maintenance is generally a cyclical treatment measure and would need to be performed again in 5-8 years. Furthermore, slurry seal is best suited for roads which have slight to moderate distress, no rutting, and generally narrow crack widths where the treatment would help extend the pavement life until new pavement resurfacing can be arranged. Due to the current condition of Ralston along this stretch, significantly more dig-outs and base failure repairs are needed beyond the quantity shown in the original plans, which would increase project costs even as originally planned.
Staff has evaluated the quantity of additional dig-outs and related work needed to make the 5–8-year slurry seal product a viable solution and this results in approximately $150,000 additional remediation costs beyond the original scope identified in the construction documents. Combined with the total bid item cost for slurry and dig-outs the revised pavement restoration cost will be approximately $416,000 for pavement restoration. Given the high vehicular volumes and installation of new improvements staff views this as a relatively high cost for what amounts to a pavement maintenance strategy. Thus, other options were investigated to provide a more robust pavement treatment, due to current pavement condition and to provide a better life cycle value, to improve the pavement longevity, at an incremental cost increase of approximately $362,000.
Cold In-place Recycling (CIR)
A longer-lasting pavement restoration solution appropriate for this heavily traveled segment of Ralston is climate-friendly Cold In-place Recycling. This pavement rehab process involves breaking and pulverizing a 3” thick top layer of the old pavement and recycling it in place for reuse as a new pavement section.
This recycling process involves introducing a bituminous asphalt binder and cement with the grindings and immediately placing it back into the road. A final 1 ½” wearing course of hot-mix asphalt is then applied over the top for a smooth final new road surface. This method of pavement treatment has many environmental benefits, namely significantly reduced trucking emissions and cost savings since the existing road material is recycled in place and not hauled off to be disposed at landfills. An additional benefit of the proposed CIR solution is the shortened installation time, whereas slurry seal takes several hours to cure and is more of an inconvenience to the community.
Staff has reviewed cost proposals for CIR and related work (roadway utility adjustment, traffic control, etc.) and determined that with the existing budget and an additional $350,000 allocated to this project from Measure I funds, a new paved surface from South Rd to Villa Ave can be achieved and significantly increase the pavement quality and extend useful life beyond the original dig-out and slurry seal option. 414
Ralston Segment 3 Pavement Rehabilitation - Staff Report.docx Pavement Rehabilitation Cost Summary Table
Dig-outs + Slurry Seal CIR
Bid Items Included in Contract
for Pavement Work
$262,000 $262,000
Additional Funds Needed to
Complete
$150,000 $512,000
Total For Pavement Work $412,000 $774,000
(a difference of $362,000)
Construction Management (CM) Services
Additional CM services are needed to complete the paving portion of the project. The project’s challenges have been unique, namely that it requires adequate on-site inspection to address technical construction, traffic control, and community interaction during construction.
The construction management and inspection services are vital for successful project implementation, and staff recognize that its consultant, MNS Engineers, continues to provide quality, fiscally prudent services.
As indicated above, the project’s challenges have been unique, namely that it requires adequate on-site inspection to address technical construction, traffic control, and community interaction during construction. Staff is therefore requesting authorization to execute a Task Order Amendment with MNS Engineers to complete the remaining work.
Alternatives
1. Refer back to staff for more information
Attachments
A. PCO #48 Final – Asphalt Roadway Design Changes
Fiscal Impact
☐ No Fiscal Impact
☒ Funding Source Confirmed:
• Appropriation of $350,000 from available Measure I
fund balance.
•
Source: Purpose: Public Outreach:
Staff Discretionary Action Posting of Agenda
415
RESOLUTION NO. 2022 –
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELMONT AUTHORIZING A BUDGET APPROPRIATION OF $350,000 IN MEASURE I FUNDS,
AND AUTHORIZING THE CITY MANAGER TO EXECUTE CHANGE ORDER NUMBER 9 FOR $512,000 FOR THE RALSTON CORRIDOR IMPROVEMENT PROJECT – SEGMENT 3, CITY CONTRACT NUMBER 2020-589 AND
AUTHORIZING THE CITY MANAGER TO EXECUTE TASK ORDER NUMBER 8
AMENDMENT FOR CONSTRUCTION MANAGEMENT SERVICES
WHEREAS, On January 26, 2021 City Council adopted a resolution approving plans and specifications, authorizing advertisement for sealed bids, authorizing the City Manager to execute a contract with the lowest responsible bidder for the Ralston Avenue Corridor Improvement Project Segment 3, CCN 2020-589, and authorizing the City Manager to execute a Task Order for Construction Management Service with MNS Engineers, Inc.; and, WHEREAS, On April 27, 2021 the City Council approved a resolution authorizing the City Manager to execute an amendment to an agreement with MNS Engineers, Inc. for an increased amount of $119,954 for a total aggregate amount of $387,649 for the Ralston Avenue Corridor Project – Segment 3; and,
WHEREAS, On May 19, 2021 the Notice to Proceed was issued to Interstate Grading & Paving, Inc. for the Ralston Avenue Corridor Improvement Project Segment 3, CCN 2020- 589; and,
WHEREAS, On May 10, 2022 the City received proposed change order 48R.01 itemizing costs for 3” Cold In-place Recycle (CIR) and 1.5” asphalt overlay; and, NOW, THEREFORE, the City Council of the City of Belmont resolves as follows:
SECTION 1. A budget appropriation of $350,000 from available Measure I balance to the Ralston Avenue Corridor Improvement Project Segment 3, CCN 2020-589 (234-3-730-3223- 9030); and,
SECTION 2. The City Manager is authorized to execute Change Order Number 9 to perform Cold In-place Recycle pavement improvements for a total amount not to exceed $512,000 for Ralston Avenue Corridor Improvement Project Segment 3, CCN 2020-589; and, SECTION 3. The City Manager is authorized to execute an amendment to Task Order No. 8 with MNS to add 300,000 to MNS Engineers Construction Management consultant costs for a new total not to exceed $687,649
* * *
ADOPTED May 10, 2022 by the City of Belmont City Council by the following vote:
Ayes:
416
Noes:
Absent:
Abstain:
ATTEST:
City Clerk Mayor
APPROVED AS TO FORM:
City Attorney
417
Enclosure
210501 PCO #48
128 SOUTH MAPLE AVENUE, SOUTH SAN FRANCISCO, CA 94080-6302 (650) 952-7333 FAX (650) 952-685 Contractor’s License No. 366020
DIR# 1000000755
April 14, 2022
City of Belmont
c/o Jim Scott at MNS Corp
1 Twin Pines Lane, Suite 385
Belmont, CA 94002
Re: Ralston Ave Corridor Improvement Project Segment 3
Sub: PCO #48R.01 – Asphalt Roadway Design Changes
Dear Jim:
Option 1: Double Wedge Grind, Leveling Course, 1.5” AC Overlay For the additional lump sum cost of Five Hundred Eighty Three Thousand Dollars ($583,000.00), we propose the following work:
Provide Traffic Control operations for full duration of this work Post and notify residents of the updated construction schedule Lower just the iron located within the perimeter double wedge cut (41 EA) o Per Humza Mansoor email on 4/7/22 at 12:44pm
o If additional pieces of iron are required to be lowered, it will be charged at a unit rate of $850.00 for EA additional
o Excluding any PG&E, Pacbell or other non City-owned utilities Survey, layout, grind, sweep, haul and dispose for grade correction at five (5) ADA path of travel locations: Villa Ave, Barret Park, Chevy St, & NDHS (two @ ND) o 8,000 SF
12’ wide double wedge grind from 2.5” to 0” for 9,200 Lineal Feet 8” Base repair of 2,060 SF @ 4 locations (1@South Rd, 2@ND, 1@Academy Ave) o As per 3/25/22 field meeting with Humza
Furnish & install SS-1 Emulsified Asphalt Tack Coat prior to leveling course Furnish & install a 1” thick crack relief layer of 3/8” asphalt concrete, which will also serve as a leveling course, improving roadway planarity (approximately 1,390 Tons) Furnish & install SS-1 Emulsified Asphalt Tack Coat prior to final overlay Furnish & install a 1.5” thick wearing course of ½” HMA (approximately 2,112 Tons) Furnish & install temporary pavement markings consisting of temp markers & tape Raise the iron located within overlay limits (41 EA)
o Per Humza Mansoor email on 4/7/22 at 12:44pm
o If additional pieces of iron are required to be raised, it will be charged at a unit rate of $1,250 for EA additional
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Enclosure
210501 PCO #48
128 SOUTH MAPLE AVENUE, SOUTH SAN FRANCISCO, CA 94080-6302 (650) 952-7333 FAX (650) 952-685 Interstate Grading & Paving, Inc. Page 2 of 2
April 5, 2022
o Excluding any PG&E, Pacbell or other non City-owned utilities Limit of work is per the 3/3/22 field meeting at 1:30pm – South Rd to Villa Ave Price is based upon the liquid AC price of $755.00/ton. Any escalation of that price will result in a $0.30 per ton AC mix surcharge for every $5.00 per ton increase in liquid oil cost. There is approximately 3602 tons needed for this treatment process. <4” HMA Base Failure Credit (33,500 SF @ $5.00/SF)>
<Slurry Seal Credit (26,250 SY @ $3.60/SY)>
Option 2: 3” Cold in Place Recycle and 1.5” HMA Overlay For the additional lump sum cost of Six Hundred Sixty Three Thousand Dollars ($663,000.00), we propose the following work:
Provide Traffic Control operations for full duration of this work Post and notify residents of the updated construction schedule Lower the iron located within overlay limits (41 EA)
o Excluding any PG&E, Pacbell or other non City-owned utilities o Per Humza Mansoor email on 4/7/22 at 12:44pm
o If additional pieces of iron are required to be lowered, it will be charged at a unit rate of $850.00 for EA additional
Survey, layout, grind, sweep, haul and dispose for grade correction at five (5) ADA path of travel locations: Villa Ave, Barret Park, Chevy St, & NDHS (two @ ND) o 8,000 SF
12’ wide double wedge grind from 2.5” to 0” for 9,200 Lineal Feet 8” Base repair of 2,060 SF @ 4 locations (1@South Rd, 2@ND, 1@Academy Ave) o As per 3/25/22 field meeting with Humza
Perform a 3” Cold in Place Recycle process throughout existing roadway consisting of: Mill existing pavement 3”, mix with 2.5% new bituminous asphalt binder and 1% Portland cement, spread, roll, compact, fog seal and sand the new CIR roadway o Approximately 225,250 SF
Furnish & install SS-1 Emulsified Asphalt Tack Coat prior to final overlay Furnish & install a 1.5” thick wearing course of ½” HMA (approximately 2,112 Tons) Furnish & install temporary pavement markings consisting of temp markers & tape Raise the iron located within overlay limits (41 EA)
o Excluding any PG&E, Pacbell or other non City-owned utilities o Per Humza Mansoor email on 4/7/22 at 12:44pm
o If additional pieces of iron are required to be raised, it will be charged at a unit rate of $1,250.00 for EA additional
Limit of work is per the 3/3/22 field meeting at 1:30pm – South Rd to Villa Ave Price is based upon the liquid AC price of $755.00/ton. Any escalation of that price will result in a $0.30 per ton AC mix surcharge for every $5.00 per ton increase in liquid oil cost. There is approximately 2112 tons needed for this treatment process. <4” HMA Base Failure Credit (33,500 SF @ $5.00/SF)>
<Slurry Seal Credit (26,250 SY @ $3.60/SY)>
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Enclosure
210501 PCO #48
128 SOUTH MAPLE AVENUE, SOUTH SAN FRANCISCO, CA 94080-6302 (650) 952-7333 FAX (650) 952-685 The two provided prices above are based off the working hours & traffic lane closure hours being from 7:00am – 5:00 pm for the change order work above. If you have any questions feel free to contact me at (650) 952-7333. Please provide Interstate with an executed change order per the contract documents with a contract extension of 80 working days.
Very truly yours,
Interstate Grading and Paving, Inc.
David Flores
Project Manager
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Establishing a City Historian Revised - Staff Report
STAFF REPORT
Meeting Date: May 10, 2022
Agency: City of Belmont
Staff Contact: Brigitte Shearer, Parks & Recreation Director, (650) 595-7488, [email protected]
Agenda Title: Establishing a City Historian
Agenda Action: Resolution
Recommendation
Adopt a resolution establishing a volunteer position of City Historian and posthumously appointing Denny Lawhern as Belmont’s first Historian and appointing Karl Mittelstadt to serve as the second City Historian for Belmont for a 3-year term.
Strategic Focus Area
Quality of Life
Background
City Council’s Vision Statement includes creating “a thriving culture in which our history makes Belmont what it is, and we preserve that heritage for our children." Furthermore, the community’s collective identity is enriched by learning and understanding our heritage, which is in keeping with the City’s commitment to Diversity, Equity, and Inclusion.
Currently, the Belmont Historical Society researches and preserves Belmont’s long and diverse history.
In addition, on February 8, 2022, City Council introduced an “Item 11” agenda report proposing that a Belmont Historian could formally highlight Belmont’s cultural, economic, and sociological history at City events, through presentations, and by other creative mechanisms.
In 2026, Belmont will also proudly observe the 100th anniversary of its incorporation. With that in mind, and as part of the City’s Quality of Life Strategic Focus Area, creating a City Historian position, like Belmont’s Poet Laureate role, would further engage the community while preserving the City’s rich history.
On April 26th, 2022, the City Council considered the staff report to establish the City Historian position.
After further discussion the City Council decided to posthumously appoint Denny Lawhern as the City’s first Historian. Denny who had recently passed away, was a long-time resident of Belmont, and his commitment to preserving Belmont’s rich history was instrumental to the founding of the Belmont Historical Society which continues to benefit the City today.
Analysis
The City Historian will be an honorary position that is both ceremonial and educational. The City Historian role would include the following:
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Establishing a City Historian Revised - Staff Report
• Serve as an ambassador and steward of the City’s history • Ensure that the conservation of Belmont’s history is inclusive, sustainable, and relevant to 21st century
• Promote and coordinate opportunities for lifelong learning • Expand access to meaningful and relevant cultural experiences • Collaborate with the Belmont Historical Society to assist in the preservation of the City’s growth, development, and evolution into the vibrant community of today • Assist in highlighting and incorporating the City’s history into City projects, events, and programs • Assist in planning the City’s 100th Anniversary.
As previously mentioned, it’s recommended that in appreciation for his dedication to Belmont that Denny Lawhern be posthumously appointed as the City’s first Historian. His commitment to preserving Belmont’s rich history was instrumental to the founding of the Belmont Historical Society and the many other related initiatives.
Furthermore, it’s recommended that City Council consider the appointment of Karl Mittelstadt as Belmont’s second City Historian. As an integral co-founder of the Belmont Historical Society, a longtime Belmont resident, and a dedicated volunteer as a Parks & Recreation Commissioner, his tenure would help further define the scope and opportunities for future historians of Belmont and provide historical context as needed by the City.
Additionally, it’s recommended that the City follow a similar selection process to how the Poet Laureate is appointed as a model to appoint the future City Historians. The application process will be coordinated by the Parks & Recreation Department, and the position will have a 3-year term, with option for reappointment. Ideal applicants will have demonstrated knowledge of Belmont’s cultural history from within local and regional perspectives and possess an interest in sharing that knowledge through and with City projects, events, and programs. Appointments will be formally made by City Councill following a recommendation by the Historian Selection Committee, consisting of the Parks & Recreation Director and a representative of the Belmont Historical Society.
Alternatives
1. Refer to staff for more information
2. Take no action
Attachments
A. Belmont Historian Responsibilities & Application Process Fiscal Impact
☒ No Fiscal Impact
☐ Funding Source Confirmed:
Source: Purpose: Public Outreach:
Staff Discretionary Action Posting of Agenda
422
RESOLUTION NO. 2022 –
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELMONT
ESTABLISHING THE VOLUNTEER POSITION OF CITY HISTORIAN AND
APPOINTING KARL MITTELSTADT TO SERVE AS THE FIRST CITY HISTORIAN FOR BELMONT FOR A 3-YEAR TERM
WHEREAS, Belmont City Council’s Vision Statement includes creating “a thriving culture in which our history makes Belmont what it is, and we preserve that heritage for our children”; and,
WHEREAS, the community’s collective identity is enriched by learning and understanding our heritage, which is in keeping with the City’s commitment to Diversity, Equity, and Inclusion; and,
WHEREAS, a Belmont Historian could formally highlight Belmont’s cultural, economic, and sociological history at City events, through presentations, and by other creative mechanisms; and,
WHEREAS, a future application and appointment process for this role has been developed and will be administered by the Parks & Recreation Department; and, WHEREAS, Denny Lawhern, co-founder of the Belmont Historical Society, dedicated over 40 years to helping to preserve the treasures of Belmont’s past; and WHEREAS, co-founder of the Belmont Historical Society Karl Mittelstadt has long demonstrated his dedication to preserving Belmont’s rich history and meets all eligibility for the role of Historian.
NOW, THEREFORE, the City Council of the City of Belmont resolves as follows:
SECTION 1. Denny Lawhern is hereby posthumously appointed as the first Belmont Historian.
SECTION 2. Karl Mittelstadt is hereby appointed as the second Belmont Historian, to serve in this role for a 3-year term commencing May 2022. 423
* * *
ADOPTED May 10, 2022 by the City of Belmont City Council by the following vote:
Ayes:
Noes:
Absent:
Abstain:
ATTEST:
City Clerk Mayor
APPROVED AS TO FORM:
City Attorney
424
Belmont Historian
Responsibilities & Application Process
Role
The City Historian will be an honorary position that is both ceremonial and educational and is given to an individual who has a demonstrated knowledge of Belmont’s cultural history from within local and regional perspectives. In this way, the City Historian could play an active role in advancing the City’s objective of cultural and historic outreach and provide opportunities to educate the community about the City’s history, arts, and culture.
Eligibility Criteria
• 18 years or older
• Ability to serve a 3-year term, first term commencing May 2022 • Belmont resident for at least 5 years
• Demonstrated knowledge of Belmont history (including, among others, the Ramaytush, Ohlone and Muwekmas Ohlone peoples’ history and the Californio and Spanish history that followed)
• Demonstrated commitment to and passion for history
• Embraces the opportunity to engage in community service to make Belmont History accessible and available
• Willingness to serve as ambassador for Belmont and to engage Belmont’s citizens in historical relevance at public events and projects
Responsibilities
• Consult with Belmont Historical Society for historical context for signage and park improvement projects or other City projects
• Provide an annual summary of Historian activities to City Council and attend additional Council meetings as necessary to provide historical context for select agenda items • Participate in the City’s centennial celebration planning • Assist the City with website content development, social media, or other publications containing Belmont history
• Ensure that the conservation of Belmont’s history is inclusive, sustainable, and relevant to 21st century
• Promote and coordinate opportunities for lifelong learning • Support community efforts to create meaningful and relevant cultural experiences Considerations for Application
• Provide 2-3 paragraphs on why applicant should be Belmont’s Historian • Describe how the applicant would contribute and participate as Belmont’s Historian based on the position description and the mission and goals of the program 425
• Describe applicant’s demonstrated accomplishments and appreciation of Belmont regarding its culturally diverse community and how one might incorporate or advance that topic as a historian
Accompanying Documents for Application
• A current resume or summary of professional activities and achievements, including significant awards and training, selected exhibitions, performances, presentations, and/or publications
• An example of written or oral work (speech, lecture, or remarks) on a topic of historical interest to Belmont or other demonstrated knowledge of and commitment to the preservation of Belmont history selection and appointment • At least one letter of support from a member of the Belmont community Application Process
• Applications will be reviewed by the Parks & Recreation Director and a representative of the Belmont Historical Society
• A recommendation for appointment will be brought to City Council for approval • Incumbent may apply for and be appointed to successive term(s) • City Council may appoint a Historian without application, should there be sufficient reason for doing so
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