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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Award of Construction Contract for the Palmer Avenue and Green Street Rehabilitation Project
1) Motion to award a construction contract to All American Asphalt in the amount of $1,271,752, approving a 10 percent contract contingency in the amount of $127,175, and authorizing the City Manager or a designee to execute the contract. 2) Resolution of appropriation to transfer funds in the amount of $1,398,927 for the Palmer Avenue and Green Street Rehabilitation Project.
COUNCIL ACTION
Item Type: Consent Item
Approved for January 23, 2024 calendar
EXECUTIVE SUMMARY
The Palmer Avenue and Green Street Rehabilitation Project will repave two streets in Glendale and improve the intersection of Adams Square. On November 1, 2023, three bids were received for the Palmer Avenue and Green Street Rehabilitation Project, and after a thorough review, staff found All American Asphalt’s bid to be a responsive bid from a responsible bidder.
The intent of this item is for the City Council to award a construction contract to All American Asphalt that will cost $1,271,752 with a 10 percent contract contingency of $127,175 totaling $1,398,927.
Additionally, a resolution of appropriation is needed to appropriate Measure S CIP and State Gas Tax Funds to fully fund this project.
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RECOMMENDATION
Approve the motion authorizing a construction contract with All American Asphalt for the Palmer Avenue and Green Street Rehabilitation Project in the amount of $1,271,752 plus a 10 percent contract contingency of $127,175 and approve the resolution of appropriation to transfer funds in the amount of $1,398,927 from the Measure S CIP and Gas Tax Funds for the Palmer Avenue and Green Street Rehabilitation Project.
ANALYSIS
As part of the Public Works Department’s ongoing efforts to improve the condition of the city’s roadways, including the intersection at Adams Square, the plans and specification have been prepared for the Palmer Avenue and Green Street Rehabilitation Project.
This project will improve city streets in the Adams Hill neighborhood and improve the intersection visibility, operations, and safety for all modes of transportation at Adams Square.
Project Scope of Work
The project scope of work includes the following:
•Surface grinding and placement of approximately 2.0 centerline miles of ARHM; •Selective removal, repair, and reconstruction of approximately 1,500 linear feet of damaged curbs and gutters, and 5,500 square feet of sidewalks, driveways, cross gutters, alley aprons, and bus pads;
•Modification and reconstruction of approximately 10 existing curb ramps to meet current ADA standards;
•Adjustment of existing manholes and water meters to finished grade; •Removal and replacement of existing traffic striping and pavement markings, and •Realignment and upgrade of Adams Street and Palmer Avenue intersection, including the creation of creative crosswalks and painted curb extensions.
On September 26, 2023, the City Council adopted the project plans and specifications and authorized the city clerk to advertise the project for bids. The project was advertised in the Glendale Independent, the city’s website, as well as various online platforms.
On November 1, 2023, the city received three bids from contractors as follows:
1. All American Asphalt $1,271,752
2. Hardy & Harper, Inc. $1,287,000
3. Toro Enterprises, Inc. $1,453,258
Upon review of the bid documents, staff finds the bid of All American Asphalt of $1,271,752 to be the lowest responsive bid from a responsible bidder. The bid of All American Asphalt in the amount of $1,271,752 is approximately 2% below the Engineer’s Estimate of $1,300,000.
In addition, staff recommends a reserve for contingencies in the amount of $127,175 or 10 percent of the bid amount. The contingency is based on previous experience with 3{{section.number}}b
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similar projects and is routine for projects of this scale and complexity. This will also allow staff to account for any incidental work, unforeseen field conditions that could be encountered during construction, underground utilities issues that could arise because of the nature of the project, and any resulting field modifications that may be necessary.
The State of California Contractor’s State License Board website confirms that the license of All American Asphalt is current, active, and in good standing. Additionally, Staff contacted the references provided by All American Asphalt and found they had satisfactorily completed their projects.
The construction of this project is anticipated to begin in March 2024 and is scheduled for completion by June 2024.
STAKEHOLDERS/OUTREACH
The benefits to the community will include the following:
•More livable communities;
•Improved safety for users of the roadway, and
•Improved access to neighborhood businesses and amenities; Outreach on this project continues to occur through a dedicated website for the project.
The website page introduces the public to the project and to the project team, explains the scope of work and project locations, and provides the public with staff contact information for questions, discussion and/or input.
Public feedback also is one of several factors that will determine if the project will eventually be made permanent. The Adams Street and Palmer Avenue pilot program will extend the public comment period beyond implementation. While the design is implemented using “temporary” materials, such as colored paint, soft-hit bollards, or planter boxes, they may end up becoming permanent by replacing them with hardscapes, raised curb elements, and permanent irrigated landscaping. By effectively engaging with the community, the project team can create a positive impact and ensure the long-term success and acceptance of the pilot program and potential transition to permanent improvements. Since the measures are temporary, they are designed to be removed, changed, or modified in response to community feedback.
Additionally, Public Works held multiple meetings with the Adams Hill Community, including the homeowner’s association to discuss the proposed improvements, and both were very supportive of the project.
FISCAL IMPACT
The construction of the Palmer Avenue and Green Street Rehabilitation Project will cost $1,398,927, which was not included as a part of the FY 2023-24 approved budget.
Therefore, staff is requesting for a shift in appropriation from the General Measure S and the State Gas Tax Funds. The shift of funds from the General Measure S Fund for the Pilot Street Art Program to Measure S CIP will fund the creative crosswalks and 4{{section.number}}b
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painted curb extensions. The appropriation requests are outlined below:
Requesting Appropriation
Amount From (Account
String) To (Account String) Funding Source
$ 388,000 GL: 43110-1070-PWD-
8509-P8011
GL: 52100-4011-
PWD-0020-P0000
PL: PWD01114AN
Measure S CIP
$ 983,487
GL: 52100-4011-PWD-
0020-P0000
PL: PWD00797AN
GL: 52100-4011-
PWD-0020-P0000
PL: PWD01114AN
Measure S CIP
$ 27,440
GL: 52100-4020-PWD-
0020-P0000
PL: 51500
GL: 52100-4020-
PWD-0020-P0000
PL: PWD01114BN
State Gas Tax
Fund
ENVIRONMENTAL REVIEW (CEQA/NEPA)
The Project is categorically exempt from environment review because of CEQA Guidelines §§15301.
CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements.
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: Do not approve the motion authorizing a construction contract and resolution of appropriation for the Palmer Avenue and Green Street Rehabilitation Project. Doing so, however, will not improve the condition of the city’s streets, and pedestrian and traffic safety will not be improved.
Alternative 2: The City Council may consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Yazdan T. Emrani, P.E., Director of Public Works
Prepared by:
Marc David, Project Manager
Armen Avazian, P.E., Principal Civil Engineer
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
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Exhibit 1: Project Location Map