CA Review GH
Meeting Date: May 23, 2023
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Brandon Miles, Associate Engineer
[email protected], 442-339-2745
Hossein Ajideh, Engineering Manager
h
[email protected], 442-339-2756
Subject: Accepting of Bids and Awarding Contract to Granite Construction Company for Segment 2 of the Avenida Encinas Coastal Rail Trail and Pedestrian Improvements Project
District: 3
Reco
mmended Action
Adopt a resolution accepting bids and awarding a contract to Granite Construction Company for Segment 2 of the Avenida Encinas Coastal Rail Trail and Pedestrian Improvements, Capital Improvement Program Project No. 6004, in an amount not to exceed $2,994,036.
Executive Summary
Staff request that the City Council accept the bids for construction of Segment 2 of the Avenida Encinas Coastal Rail Trail and Pedestrian Improvements, Capital Improvement Program, or CIP, Project No. 6004, and award a contract to Granite Construction Company in an amount not to exceed $2,994,036.
This project, which is partially funded by an Active Transportation Program grant from the state, will construct the following improvements along a 3.8-mile portion of Avenida Encinas:
• New enhanced bicycle lanes
• Pedestrian ramps
• New sidewalks
• Enhanced intersection treatments for improved bicycle and pedestrian safety • Traffic calming measures with a road lane realignment at select locations Segment 2 will make improvements to the portion of the project along Avenida Encinas between the Poinsettia Transit Station and Carlsbad Boulevard. Exhibit 2 is a location map of all three segments.
May 23, 2023
Item #2 Page 1 of 8
While the project predates the city’s declaration of a local state of emergency,1 the work supports the city’s emergency efforts to enhance traffic safety, while improving circulation and ease of mobility for people using all forms of transportation.
Staff have determined that Granite Construction Company is the lowest responsive and responsible bidder with a bid in an amount of $2,994,036, as detailed below.
Carlsbad Municipal Code Sections 3.28.080(C) and 3.28.080(I)(6), which govern purchasing for construction contracts, require the City Council’s approval for all formally bid contracts when the value exceeds $200,000, making the project subject to this requirement.
Staff recommend accepting the bids and awarding the construction contract to Granite Construction Company for the project in an amount not to exceed $2,994,036.
Explanation & Analysis
In July 2017, the City of Carlsbad was awarded an Active Transportation Program grant administered by the California Department of Transportation to construct a portion of the Coastal Rail Trail along Avenida Encinas between Carlsbad Boulevard and Cannon Road in the amount of over $1.7 million. This portion of the trail has been identified as a high priority by the local and regional community. The trail is a planned 44-mile regional bikeway that connects six coastal cities throughout San Diego County.
This portion of the trail is broken into three segments and includes 3.8 miles of newly enhanced bicycle facilities, pedestrian ramps and new sidewalks where there are missing gaps, enhanced intersection treatments for improved bicycle and pedestrian safety, and traffic calming with a road lane realignment at select locations.
• Segment 1 of the project, which is the portion of the corridor between Cannon Road and Palomar Airport Road, has already been completed with funding from a separate Capital Improvement Program project. Improvements included restriping and reconfiguration of the roadway with enhanced and buffered bike lanes. • The proposed construction contract included in this staff report is for Segment 2 of the project. Segment 2 will make improvements to a portion of the Coastal Rail Trail along Avenida Encinas between the Poinsettia Regional Transit Station and Carlsbad Boulevard.
• Segment 3, which is the portion of the corridor between Palomar Airport Road and the Poinsettia Regional Transit Station, is currently in the engineering design and environmental review phase.
Improvements in this segment will require widening of the existing roadway to accommodate new sidewalks and wider bikeway facilities.
Construction of the improvements in this segment will be complex and require evaluation of the environmental impacts, potential habitat mitigation requirements, property acquisition, utility undergrounding and obtaining the required permits.
1The City of Carlsbad declared a local state of emergency in August 2022 because of an increase in collisions involving bikes and e-bikes since 2019. The city has since developed its Safer Streets Together Plan, a range of strategies that include infrastructure improvements, traffic safety measures, enhanced enforcement and a focus on safe driving behavior education. More information can be found at carlsbadca.gov/departments/traffic- mobility/safer-streets/safer-streets-together
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The enhanced intersection at Cannon Road and Avenida Encinas, as proposed in the original project scope of work, will be constructed as part of another city project.
The City Council approved the project’s plans and specifications on March 14, 2023, authorizing staff to advertise the project for construction bids, (Resolution No. 2023-077) The project was then advertised using the city’s formal bidding procedures.
Staff received six bids for construction of the project on April 20, 2023. Staff reviewed the contract documents and determined the lowest responsive and responsible bidder was Granite Construction Company, with a bid in an amount of $2,994,036.
Granite Construction Company was found to be is responsive because its bid meets the requirements of the bidding documents. and responsible because it submitted a list of similar projects to show its capability and qualification to perform the specified work.
The construction contract contains general performance standards and references technical specifications, which if not met, allow the city to withhold payment. The contract also includes a one-year warranty period from notice of completion.
Community Engagement
In December 2021, with a recommendation from staff, the City Council authorized executing an agreement with Nasland Engineering for engineering design and environmental services for the project.
Staff made numerous presentations on this project to the Traffic & Mobility Commission:
May 3, 2021, and June 7, 2021 - Staff sought the commission’s input on the conceptual plan of the project.
April 4, 2022 - Th e commission received a presentation on the preliminary design of the project and provided its input. After hearing additional input from community members, the commission voted unanimously to support staff’s recommendation to create an enhanced Class II bike lane along Avenida Encinas.
June 6, 2022 - The
commission discussed additional public comments and requested staff return to the commission with the final improvement plans and specifications for Segment 2 of the project.
Aug. 18, 2022 Th
e commission passed a motion to support staff’s recommendation to approve the plans and specifications for the project. The minutes of that meeting are included as Exhibit 3
As part of the Active Transportation Program g
rant requirements, staff submitted a
construction allocation request to Caltrans for Segment 2 of the project and received authorization on Oct. 25, 2022, to use the program’s grant funding for construction of Segment
2. The program’s grant previously had an execution deadline of April 30, 2023. However, on March 23, 2023, staff received a 12-month extension from the California Transportation Commission via Caltrans to ensure the grant funding can be used for the project. The new deadline for execution of the construction contract is April 30, 2024.
Staff obtained a city-issued Coastal Development Permit from the Planning Commission on May 3, 2023, for this project (CDP 2023-010).
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Fiscal Analysis
Sufficient funding is available in the project account to complete Segment 2 of the project.
Traffic Impact Fees and Active Transportation Program grant funds have been appropriated for the project. The available funds and estimated construction costs for the project are shown in the table below:
Carlsbad Municipal Code Sections 3.28.040(C)(5) and 3.28.090(B) authorize the City Manager or designee to approve change orders in an amount equal to the contingency set at the time of project award, which for this project is $650,000.
Options
Staff provide the following options for the City Council’s consideration:
1. Accept bids and award a contract to Granite Construction Company for construction of the project in an amount not to exceed $2,994,036
Pros
• Granite Construction Company has been determined to be the lowest responsive and responsible bidder
• Award of the contract complies with applicable Municipal Code Sections
3.28.080(C) and 3.28.080(I)(6)
• Construction can start upon award of the contract and issuance of the notice to proceed
• The project extends effective pavement life for the corridor • The project improves safety for all modes of transportation and provides enhanced bicycle lanes
• Sufficient funding is available to complete the project • Allows the city to meet the Active Transportation Program grant execution deadline
Cons
• None identified
2. Do not accept the bids and do not award the contract to Granite Construction Company Pros
• None identified
Avenida Encinas Coastal Rail Trail and Pedestrian Improvements Capital Improvement Program Project No. 6004
Total appropriation Traffic Impact Fees funds to date $5,177,903 Total appropriated State Active Transportation Program funds $1,776,000 Total expenditures and encumbrances to date -$1,138,030 Total available funding $5,815,873
Construction contract – Granite Construction Company -$2,994,036 Construction contingency (estimated) – Segment 2 -$650,000 Construction management, inspection, material testing and other support services (estimated)
-$350,000
Total estimated costs for segment 2 -$3,994,036
Remaining balance after segment 2 $1,821,837
Additional appropriation needed $0
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Cons
• Delays start of construction
• Existing conditions will remain
• The Active Transportation Program grant funding will expire • Potential increase in construction costs due to delay in award Staff recommend Option 1.
Next St eps
Once the City Council accepts the bids and awards the construction contract to Granite Construction Company, staff will issue a purchase order, schedule a preconstruction meeting with Granite Construction Company and issue a notice to proceed for construction of the project, which is expected to commence in summer 2023.
The duration of the construction contract is 350 working days, not including rainy days and delays from change orders that may extend the contract duration. That period contract duration was established to allow long lead time required to procure certain items, such as signal poles. Upon successful completion of the project, which is expected to be by the end of 2024, a notice of completion will be recorded to release bonds issued for the project.
Environmental Evaluation
The project is exempt from the California Environmental Quality Act Guidelines Section 15301(c), minor alteration of existing facilities including streets, sidewalks and similar facilities involving negligible or no expansion. A notice of exemption was filed with the San Diego County Clerk on July 15, 2022.
Exhibits
1. City Council resolution
2. Location map
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Item #2 Page 5 of 8
RESOLUTION NO. 2023-135
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ACCEPTING BIDS AND AWARDING A CONTRACT TO GRANITE CONSTRUCTION COMPANY FOR SEGMENT 2 OF THE AVENIDA ENCINAS
COASTAL RAIL TRAIL AND PEDESTRIAN IMPROVEMENTS, CAPITAL IMPROVEMENT PROGRAM PROJECT NO. 6004, IN AN AMOUNT NOT TO EXCEED $2,994,036
WHEREAS, the City Council of the City of Carlsbad, California, has determined it is necessary, desirable and in the public interest to construct Segment 2 of the Avenida Encinas Coastal Rail Trail and Pedestrian Improvements, Capital Improvement Program Project No. 6004, and WHEREAS, on March 14, 2023, the City Council adopted Resolution No. 2023-077, approving the plans and specifications and authorizing advertisement of the project for construction bids; and WHEREAS, on April, 20, 2023, staff received six bids for construction of the project; and WHEREAS, Granite Construction Company submitted the lowest responsive and responsible bid to construct the project, in an amount of $2,994,036; and WHEREAS, sufficient funding from the traffic impact fees and Active Transportation Program grant is available to complete Segment 2 of the project; and WHEREAS, Carlsbad Municipal Code sections 3.28.080(() and 3.28.080(1)(6), which govern purchasing in construction contracts, require the City Council to award all formally bid contracts when the value exceeds $200,000; therefore, the project is subject to this requirement; and WHEREAS, Carlsbad Municipal Code Sections 3.28.040(C)(S) and 3.28.090(B) authorize the City Manager or designee to approve change orders in an amount equal to the contingency set at the time of project award, which is $650,000 for the project; and WHEREAS, on May 3, 2023, staff obtained a city-issued coastal development permit from the Planning Commission for the project; and
WHEREAS, the City Planner has determined that the project is categorically exempt from the California Environmental Quality Act, or CEQA, pursuant to CEQA Guidelines Section 15301(c), minor alteration of existing facilities including streets, sidewalks and similar facilities involving negligible or no expansion.
Exhibit 1
May 23, 2023 Item #2 Page 6 of 8
follows:
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of.Carlsbad, California, as
1. That the above recitations are true and correct.
2. That the bid of $2,994,036 submitted by Granite Construction Company for construction of Segment 2 of the Avenida Encinas Coastal Rail Trail and Pedestrian Improvements, CIP Project No. 6004, is accepted, and the Mayor is hereby authorized to execute the contract for the project.
3. That the City Manager or designee is hereby authorized to approve construction change orders up to $650,000 for the project.
4. That the award of this contract is contingent upon Granite Construction Company executing the required contract and submitting the required bonds and insurance policies, as described in the contract, within 20 calendar days after adoption of this Resolution. The City Manager may grant reasonable extensions of tim� to execute the contract and assemble the required bonds and insurance policies.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 23rd day of May, 2023, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
Blackburn, Bhat-Patel, Acosta, Burkholder, Luna.
None.
None.
None.
KEITH BLACKBURN, Mayor
SHERRY FREISINGER, City Clerk
(SEAL)
May 23, 2023 Item #2 Page 7 of 8
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AVENIDA ENCINAS
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PLOTTED BY: Andy Chang PLOT DATE: 10/25/2021 PATH: Z:\Brandon_Miles\LocationMaps\6004_Avenida_Encinas_Coastal_Rail_Trail\6004_LocationMap_WithVicinityMap.mxd
PROJECT NAME EXHIBITPROJECT
NUMBER
6004 2
Avenida Encinas Coastal Rail Trail and Pedestrian
Improvements
LOCATION MAP
CARLSBAD
VISTA
ENCINITAS
OCEANSIDE
SAN MARCOSPROJECT
LIMITS
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PRTS - Poinsettia Regional Transit Station
Legend
â â â â â â â â Segment 1 - Completed
Segment 2 - To be Completed by ATP and City Funds
Segment 3 - To be Completed by City-Only Funds
Exhibit 2
May 23, 2023
Item #2 Page 8 of 8