EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: January 17, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Patrick Heisinger, Interim City Manager
BY: Batool Zaro, Assistant Civil Engineer
Humza Javed, Public Works Director
SUBJECT: 2022 Annual Street Resurfacing Project First Contract Amendment Recommendation
Adopt a Resolution authorizing the City Manager to execute a First Amendment to the 2022 Annual Street Resurfacing Project contract with G. Bortolotto & Company, Inc., in a form approved by the City Attorney, to increase the budget by $508,359.19 Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 1: Enhance Public Safety and Emergency Preparedness Priority No. 2: Enhance Economic Vitality
Priority No. 4: Improve Public Facilities and Infrastructure Priority No. 6: Create a Healthy and Safe Community
Background
The 2022 Annual Street Resurfacing Project consisted of rehabilitation and preventive maintenance of City streets including pothole/base repairs, slurry seals, and pavement overlays. Rehabilitation and maintenance on public streets is coordinated with other City projects, utility company excavations and private development projects on a cycle that sustains a high Pavement Condition Index (PCI) for all City streets.
In addition to pavement rehabilitation, the project included sidewalk construction and improved striping configurations for the bicycle facilities on Pulgas Avenue, Clarke Avenue, West Bayshore Road, East Bayshore Road, Newell Road, Woodland Avenue, and Bay Road. The new striping improvements included, but are not limited to, re-configuration of bicycle lane transitions at intersections, buffered bicycle lanes, green thermoplastic bicycle facilities, and improved pavement markings for Class 2 and 3 bicycle facilities. Every crosswalk that was re- surfaced in the project areas was re-striped to improve pedestrian safety and to meet current state and federal standards. Moreover, the project included curb ramp improvements in accordance with Americans with Disability Act (ADA) regulations; as well as signage, speed humps, and bulb-outs as approved in the City’s Mobility Study.
Project documents are located on the Annual Street Resurfacing web page on the City website at the following link: https://www.cityofepa.org/publicworks/project/annual-street-resurfacing The Public Works and Transportation Commission approved the Plans, Specifications and Estimates (PS&E) on February 16, 2022; The City Council approved the PS&E package on April 5, 2022.
On May 17, 2022, City Council awarded the project to G. Bortolotto & Company, Inc. (Contractor) in the amount of $3,191,567.97 with a 10% contract contingency in the amount of $319,157.00; for a project total amount of $3,510,724.97.
Construction for the project began July 2022 and the project was substantially completed by December 2022.
Analysis
As part of the project, the City has rehabilitated 25 streets, added approximately 7 miles of bike lanes, constructed 9 speed humps, and installed 63 ADA ramps. See Attachment 2 for project before and after images.
During the construction phase, the City Inspector along with the Contractor identified a number of critical locations within the project limits that were not ADA-compliant. The areas identified could potentially create liability due to ADA noncompliance. Staff recommends including additional concrete improvements (curb, gutter, sidewalk, and driveway improvements) as part of the project for the Kavanaugh neighborhood and the University Village neighborhood. These improvements include but are not limited to, improvements on Alberni Street, Bay Road, and Kavanaugh Drive. The additional work includes the following:
• Approximately 230 LF of curb and gutter
• Approximately 130 LF of curb
• Approximately 1,400 SF of sidewalk
• Approximately 740 sf of driveway repairs
The total cost of this work is approximately $108,359.19 and is negotiated per the original contract bid price. It is recommended the contract be increased by this amount to complete the improvements. Measure M funds (vehicle registration tax) are available for this additional work.
University at Michigan Improvements – TDA Article 3 Grant In 2021, the City submitted an application for the TDA Article 3 Bicycle and Pedestrian Program for improvements at University Avenue at Michigan Avenue. The City project was selected and awarded a grant amount $400,000 ($360,000 will come from the grant and the remaining $40,000 is a required City match). This project is approved in the City’s adopted Two-year Capital Improvement Plan (ST-27), and the city match of $40,000 can be reimbursed through Measure W local tax.
The proposed improvements at University Avenue and Michigan Avenue include ADA compliant bulbouts, median improvements, curb ramps, Rapid Rectangular Flashing beacons (RRFB), advance warning signs, striping, and signage.
Staff contacted the Contractor and requested a proposal to perform the grant project work.
Because the Contractor is already mobilized in the City, the City will receive a better unit price for this work; moreover, the work will be completed much quicker without having to re-bid the project which can take several months.
Staff received a proposal from the contractor for a total cost of this project to be $270,000, see Attachment 3. Because the grant amount is $400,000, staff is requesting an additional $130,000 contingency to be approved in the contract for additional related work around the intersection. This work can include pavement rehabilitation, lighting improvements, and additional sidewalk construction. Staff will need approvals from the funding agency prior to receiving City Manager approval in order to utilize any contingency funds.
Fiscal Impact
This entire project including the requested additional work, is all funded with grant funds and local tax funds. There is no impact to the General fund.
The original project cost breakdown is shown in Table 1 below:
Fund Cost
Measure A $635,724.77
Measure M $600,000.00
Gas Tax Funding $1,100,000.00
Measure W $400,000.00
AHSC $775,000.00
Total $3,510,724.77
The proposed amendment cost breakdown is shown in Table 2:
Fund Cost
TDA Article 3 Bicycle and Pedestrian
Program
$360,000.00
Measure W (City Match) $40,000.00
Measure M $108,359.19
Total $508,359.19
On May 17th, 2022, City Council passed resolution 63-2022 requesting the TDA allocation and allocating the city match, so there is no additional fiscal impact due to this item. If there are any leftover grant funds, staff will coordinate with the TDA grant administrator.
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo Co. Library located at 2415 University Avenue, East Palo Alto.
Environmental
The action being considered by the City Council is exempt from the California Environmental Quality Act (CEQA) because it is not a “project” pursuant to 15378(b)(4) because it is a fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant impact on the environment.
Attachments
1. ASRP 2022 - Amendment - Resolution
2. Attachment 2 - 2022 ASRP Before & After Images
3. Attachment 3 - Proposal_University Michigan Concept