DATE:
September 5, 2023
TO:
Paul Buddenhagen, City Manager
FROM:
Mohamed Alaoui, Public Works Director
SUBJECT:
Resolution Of The City Council Of The City of Emeryville Accepting The Annual Street Rehabilitation And Preventive Maintenance Project Fiscal Year 2021/2022, Project No. EPW-21102 (CIP No. 17240005), As Complete; Authorizing The City Engineer To File A Notice Of Completion With The Alameda County Clerk; And Appropriating All Remaining CIP No. 17240005 Project Balances Into CIP No. SUT-01 Recommendation
Staff recommends that the City Council adopt the above-entitled resolution.
Background
Preventive maintenance of streets is required on a regular basis to extend the life of streets and to provide a quality riding surface for all modes of travel. The Capital Improvement Program adopted in June 2019 includes funding for the ongoing Annual Street Rehabilitation/Preventive Maintenance Program, CIP Project No. 17240005. Staff is currently working on the completion of the Annual Street Rehabilitation and Preventive Maintenance Project Fiscal Year 2021/2022, Project No. EPW-21102 (“Project”).
The Project consisted of rehabilitation and preventive maintenance of City streets including pothole/base repairs, crack sealing, slurry seals, and minor pavement overlays. Rehabilitation and maintenance work on public streets needs to be 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. The City’s current PCI as measured in March 2023 is 81.
The streets to be rehabilitated were identified as needing rehabilitation in the Pavement Management Program Budget report prepared as part of MTC’s Technical Assistance Program (P-TAP) in June 2019. On January 18, 2022, the City Council approved the scope of work and authorized the City Engineer to advertise the Project for public bids (Resolution No. 22-05).
The Project was advertised on May 26, 2022 and there were no bids received in the original bid opening date. A minor addendum and a vast outreach campaign to local contractors was conducted to gain more interest from bidders in the Project. As the Project was being bid at the beginning of summer, most contractors told staff that they did not have the availability or resources to bid. The new bid opening date was moved to June 30, 2022 and the Project received one (1) bid from CF Contracting, Inc. for $ 1,628,218.
On July 19, 2022, City Council authorized the City Manager to enter into a Construction Contract with CF Contracting, Inc. of San Francisco, CA, who submitted the lowest responsible bid in the amount of $1,628,218, and granted the City Manager a contingency amount for possible additional costs up to $100,000, considering the change order items that arise during these types of annual paving projects. (Resolution 22-100).
Discussion
Due to a wetter than normal weather season in Fall 2022, the original plan to do slurry seals on most of the Project streets was cancelled. Staff agreed to a change order with the Contractor to replace slurry seal treatments on certain streets for grind/pave treatments which could be done during cold and wet weather. Staff made best efforts to complete as much of the original scope as possible and were able to construct the majority of bicycle and pedestrian elements that were included in the Project.
The Project was substantially completed in early 2023. The work completed on this project included work on the following streets:
41st Street (San Pablo Avenue – Adeline Street)
43rd Street and Adeline Intersection
45th Street and Adeline Intersection
47th Street and Adeline Intersection
47th Street (San Pablo Avenue – Salem Street)
East Side of Doyle Street (45th Street – Steve Dain Drive) Steve Dain Drive (Doyle Street – ECCL Pool Entrance)
The following streets will be postponed until the FY23/24 Sustainable Streetscapes Project which will be done in Spring/Summer months where Slurry Seal can be applied:
43rd Street (San Pablo Avenue – Adeline Street)
45th Street (San Pablo Avenue – Adeline Street)
47th Street (Salem Street – Adeline Street)
48th Street (San Pablo Avenue – City Limits)
Salem Street (43rd Street – 45th Street)
Essex Street (43rd Street – 45th Street)
West Side of Doyle Street (45th Street – Steve Dain Drive) Steve Dain Drive (ECCL Pool Entrance – San Pablo Avenue) The Project included improved striping configurations for new and existing bicycle facilities on Doyle Street, Steve Dain Drive, Adeline Street, 41st Street, 43rd Street, 45th Street, and 47th Street. The new striping improvements included re-configuration of bicycle lane transitions at intersections, hardscape medians, plastic bollard buffered areas at street corners, and green thermoplastic lanes.
The improvements included new traffic calming elements and enhancements to existing traffic calming infrastructure. Hardscape concrete medians along with an improved bollard system was added to the existing diverter at 47th Street and Salem Street. New traffic calming elements such as speed humps and new bulbed out curbs were added to Project areas, and at a few additional locations citywide (62nd Street near Doyle Street Greenway and Powell Street near Davenport Mini Park). Additionally, the Project included improvements to Transit Shelters where new low-cost seating was added to fifty (50) bus stops and shelter area locations citywide.
Actual quantities for work performed were slightly more than anticipated, but change orders to the construction contract were realized within the total amount of the contract award plus contingency amount. The Project is complete and ready for acceptance by the City Council. The City Engineer must now file a Notice of Completion with the Alameda County Clerk.
Fiscal Impact
Funding summary for this Project is shown below:
Project No.
Fund
EPW-21102 Contract with CF Contracting, Inc.
17240005
221 – RMRA
$400,000
17240005
238 – Measure B (VLF)
$50,000
17240005
240 – Measure B (LSR)
$500,000
17240005
242 – Measure BB (LSR)
$428,218
17240005
250 – Traffic Impact Fee
$100,000
17240005
475 – Gen Cap Fund
$250,000
TOTAL
$1,728,218
With the funds identified above, there was sufficient funding available for the Construction Contract ($1,628,218) and Contingencies ($100,000) which totaled $1,728,218. All remaining balances in Project No. 17240005 should be rolled over and appropriated into CIP No. SUT-01 for FY2023/24.
Staff Communication with the Public
The Annual Street Rehabilitation and Preventive Maintenance Project has been discussed at various meetings of the Bicycle and Pedestrian Advisory Committee and the Transportation Committee between late 2021 and early 2023.
Conflict of Interest
Not applicable.
Conclusion
Staff recommends that it is in the public’s interest for City Council to adopt the above-entitled resolution.
PREPARED BY: Ryan O’Connell, Senior Civil Engineer
Approved and Forwarded to the
City Council of the City of Emeryville:
Paul Buddenhagen, City Manager
Attachments
Draft Resolution
Annual Street Rehab 2021/2022, CIP Project No. 17240005 - Project Acceptance City Council Meeting | September 5, 2023
City of Emeryville
CALIFORNIA
MEMORANDUM