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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Award of Construction Contract for the San Fernando Road Beautification Project Phase I
1) Motion awarding a construction contract to All American Asphalt in the amount of $14,115,620, approving a 10 percent contract contingency in the amount of $1,411,562, and authorizing the City Manager or a designee to execute the contract.
2) Resolution of appropriation to appropriate funds in the amount of $16,232,963 for the San Fernando Road Beautification Project Phase I.
COUNCIL ACTION
Item Type: Consent Item
Approved for January 23, 2024 calendar
EXECUTIVE SUMMARY
The San Fernando Road Beautification Project Phase I will improve the San Fernando Corridor between Elk Avenue and Grandview Avenue with landscaped parkways, new median islands, and a new pavement surface. On January 3, 2024, two bids were received for the San Fernando Road Beautification Project Phase I, 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 contract to All American Asphalt that will cost $14,115,620 with a 10 percent contract contingency of $1,411,562, totaling $15,527,182.
Additionally, a resolution of appropriation is needed to appropriate CIP Reimbursement and San Fernando Corridor Tax Share Funds to fully fund this project. 2{{section.number}}f
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RECOMMENDATION
Approve the motion authorizing a construction contract with All American Asphalt for the San Fernando Road Beautification Project Phase I, in the amount of $14,115,620 plus a 10 percent contract contingency of $1,411,562, and approve the resolution of appropriation to appropriate funds in the amount of $16,232,963 from the CIP Reimbursement and San Fernando Corridor Tax Share Funds, for the San Fernando Road Beautification Project Phase I.
ANALYSIS
The Public Works Department (PWD) received direction from the City Council to beautify the San Fernando Road corridor alongside the railroad tracks. To accomplish this goal, PWD successfully applied for and received $5 million dollars in funds from the Clean California Local Grant Program (CCLGP) for the beautification of San Fernando Road, with a strict deadline to complete construction by June 30, 2024.
Furthermore, to comply with the grant deadline, the project will be constructed in two phases, with the first phase located between Grandview Avenue and Elk Avenue, which runs parallel to the railroad, and the second phase located between Grandview Avenue and the City of Burbank jurisdictional limits, at Alameda Avenue.
As part of this project, new drought-tolerant, native landscaping will be planted on the west side of the roadway along the railroad tracks and will provide ground cover and beautify the blight of the railroad tracks. Upgraded sidewalks will be provided on the east side of the roadway, creating uninterrupted access, and providing greater areas for vegetation, increasing pervious surfaces, and reducing stormwater runoff to improve water quality. Additional improvements will include high visibility and creative crosswalks at intersections, upgraded bus stop amenities and bus shelter improvements, median islands with bioswale infrastructure between Grandview Avenue and Elk Avenue, drywells, curb bulb-outs, removal of slip lanes, and improved Americans with Disabilities Act (ADA) ramps at roadway intersections. All project improvements will be located within city-owned public right-of-way on the western and eastern sides of San Fernando Road.
To proceed with project plan development, a Traffic Corridor Study (TCS) was conducted to study the existing conditions of the roadway segments to determine the feasibility of incorporating active transportation elements within the project implementation deadline. The TCS studied the feasibility of modifying travel lanes, implementing new bicycle facilities, and installing raised medians by conducting vehicle miles traveled (VMT), level of service (LOS) for intersection operations only, and parking utilization analyses. The study resulted in various design alternatives that were shared with the community and various stakeholders over multiple engagement events with the purpose of selecting a design alternative that could accomplish the project’s main goals and be able to be constructed within the constraints of the grant funding deadline.
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The Bicycle Transportation Plan (BTP) adopted by City Council in 2012, recommends the installation of a Class I bicycle route that runs parallel to San Fernando Road in the railroad’s right-of-way, and outside of San Fernando Road. However, since the California High-Speed Rail Authority intends to use this same right-of-way, staff studied the feasibility of incorporating bicycle infrastructure outside of the railroad’s right-of-way.
The TCS developed alternatives for the potential installation of bicycle infrastructure along this route.
Staff engaged the services of a professional engineering consultant, Mark Thomas and Company, Inc. (Mark Thomas), to assist with the preparation of the study. Mark Thomas and their subconsultants conducted a comprehensive study of the San Fernando Road corridor, considering the current traffic conditions, levels of cut-through traffic, roadway constraints, and parking utilization, and developed conceptual roadway alternatives for consideration. The study provided valuable insights and data to inform the decision- making process, ensuring that any improvements align with the city's goals for this project and the grant funding deadlines.
Based on the analysis and a comparison of various alternatives, an alternative was recommended by staff and the Transportation and Parking Commission, and subsequently approved by the City Council to be incorporated as part of the project.
This alternative included the installation of a dedicated bicycle lane in the southbound direction on San Fernando Road between Grandview Avenue and Elk Avenue, resulting in an improved active transportation facility, while also beautifying San Fernando Road, and preserving on-street parking.
Project Location
The project is located on San Fernando Road between Elk Avenue and Grandview Avenue. Land uses along the project consist of a mix of commercial facilities and warehouses with some retail/office use.
The project scope of work includes the following:
•Surface grinding and placement of approximately 1.6 centerline miles of asphalt rubber hot mix (ARHM).
•Selective removal, repair, and reconstruction of approximately 2100 linear feet of damaged curbs and gutters, and 28,480 square feet of sidewalks, driveways, cross gutters, alley aprons, and bus pads.
•Construction of approximately 17,900 square feet of center median islands. •Modification and reconstruction of approximately 25 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. •Installation of 8,500 linear feet of new class II bicycle lane and 8,500 linear feet of new bicycle route (class III) with green shared roadway bicycle pavement markings (B-Type Sharrows).
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•Improve 12 intersections with 15 curb extensions for pedestrian safety. •Planting of 120 new street trees.
•Planting of approximately 5,500 shrubs and groundcover plants. •Installation of six drywells.
•Installation of 21,000 square feet of bioswales.
•Bus stop improvements at three locations.
•Traffic signal modifications at the following intersections:
oSan Fernando Road and Colorado Street
oSan Fernando Road and Harvard Street
oSan Fernando Road and California Avenue
oSan Fernando Road and Highland Avenue
Pavement Rehabilitation
The project will also resurface the entire project corridor, which involves the rehabilitation of existing street pavement that has deteriorated beyond normal maintenance work. It typically consists of the removal of the top 2-inches of existing Asphalt Concrete (AC) pavement, followed by the placement of 2-inches of ARHM pavement wearing surface. This method of street resurfacing improves the ride of the roadway, and the structural integrity of the pavement, and begins a new service life for the street.
Intersection Realignments
As part of any major CIP project, PWD evaluates existing intersection conditions to identify pedestrian mobility and safety improvements. To take advantage of economies of scale, PWD includes realignment and improvements of previously identified deficient intersections to upcoming CIP projects.
Intersection realignments as part of this project include extending existing curb configurations, shortening crosswalk lengths, implementing all-way-stop controlled intersections, installation of new ADA-compliant curb ramps, and installation of new signing and striping.
Bicycle Facilities
Class II bicycle lane installations at the following locations:
•Class II dedicated bicycle lane installation on southbound San Fernando Road between Highland Avenue and Elk Avenue;
•Green colored bicycle lane intersections treatments for southbound Class II dedicated bicycle lane, and
•Class III shared bicycle route with green colored shared roadway bicycle pavement markings (B-Type Sharrows) on northbound San Fernando Road between Highland Avenue and Elk Avenue.
Tree Plantings
A total of 120 new street trees will be planted in vacant locations and along the new proposed median island to infill the street canopy and expand the urban forest as part of this project along the entire project corridor on San Fernando Road between Highland 5{{section.number}}f
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Avenue and Elk Avenue. Most of the new plantings will consist at either bus shelters or on the east side of the roadway to shade the sidewalk and walking paths for pedestrians. Only dead or dying trees along the railroad side will be replaced with new trees.
Creative Crosswalks and Decorative Fencing
PWD worked with the Library, Arts, and Culture Department, which procured artists through an RFP process to design the creative crosswalks throughout the project corridor. The selected designs by various artists were approved by the Library, Arts, and Culture Commission and will be installed at the following intersections as part of this project:
1. San Fernando Road and Colorado Street;
2. San Fernando Road and Harvard Street;
3. San Fernando Road and Wilson Street;
4. San Fernando Road and California Avenue, and
5. San Fernando Road and Highland Avenue.
Additionally, the grant allocated funding for the installation of decorative fencing at selective areas along the railroad corridor side to further reduce the blight of the railroad tracks and also add further identity to the project. The design consultant produced two options that were presented to the Library, Arts, and Culture Department, which then selected one of the two options for implementation.
ADA
The proposed project includes improvements that will comply with current Federal ADA guidelines.
On November 28, 2023, the City Council adopted the project plans and specification and authorized the city clerk to advertise the project for bids. The project was advertised in the Glendale News Press, the city’s website, as well as various online platforms.
On January 3, 2024, the city received two bids from contractors as follows:
1. All American Asphalt $14,115,620
2. Toro Enterprises, Inc. $15,166,712
Upon review of the bid documents, staff finds the bid of All American Asphalt of $14,115,620, to be the lowest responsive bid from a responsible bidder. The bid of All American Asphalt in the amount of $14,115,620 is approximately 13% higher than the Engineer’s Estimate of $12,500,000 including base bid and additive bid items.
In addition, staff recommends a reserve for contingencies in the amount of $1,411,562 or 10 percent of the bid amount. The contingency is based on previous experience with projects, and this is in conformance with the nature of this project. This will also allow staff to account for any incidental work, unforeseen field conditions that could be 6{{section.number}}f
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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.
Furthermore, staff has budgeted approximately five percent of the construction amount, or $705,781 for staff or consultants who will provide construction management and engineering support services such as project management, project engineering, construction inspection, quality assurance, quality control, and materials testing.
San Fernando Road Beautification Project Phase I Construction Budget Base Construction Bid $14,115,620
10% Contract Contingency $1,411,562
5% Construction Management & Engineering Support $705,781 Total Construction Cost $16,232,963
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. Also, All American Asphalt has previously completed Construction of Bicycle Facility and Citywide Bikeway and Pedestrian Improvements Project, Montrose Park Improvements Project, and Dunsmore Parking Improvements Project for the City of Glendale in a satisfactory manner.
The construction of this project is anticipated to begin in February 2024 and is scheduled for completion by July 2024.
STAKEHOLDERS/OUTREACH
Prior to the application of CCLGP funds to beautify and improve the San Fernando Road corridor, a project-specific community engagement campaign was initiated to collect feedback on the project to further support the grant application. As part of the public information campaign, a factsheet was prepared that summarized key components of the project with a link to a brief online survey. This information was provided to the public through an email blast to stakeholder groups and posted on the city’s website and social media platforms (e.g., Twitter, Facebook, etc.). PWD also created a project webpage, which included a brief description of the project and renderings representing potential improvements for the corridor.
Furthermore, the San Fernando Road Beautification Project is an implementation step that was identified from public involvement obtained in completing the South Glendale Community Plan and supports the goals of other city planning efforts. Public engagement materials during the grant application process included a fact sheet that provided an overview of the project’s improvements and benefits. It also illustrated examples of several infrastructure elements like curb bulb-outs, planted medians, and sidewalk plantings. The fact sheet also included links to the project website and project survey.
The public showed strong support for the project due to the following expected benefits 7{{section.number}}f
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to the community:
•More livable communities;
•Improved safety for all users;
•More walking to improve public health;
•Increased transportation choices, and
•Greenhouse gas reduction and improved air quality.
After the successful receipt of grant funds and during the pre-design development phase of the project, stakeholder and public outreaches have included the development of a key stakeholder database, updated fact sheets, a dedicated project webpage and story map, electronic surveys, city stakeholder briefings, door-to-door business and residential canvassing, and an in-person project community open house. All campaigns were further supported by Spanish and Armenian-speaking staff and included print materials in these languages.
•Email Campaign: The email ad campaign aimed to inform and engage the community about the upcoming project. Through a series of outreach events and an interactive online platform, our efforts provided opportunities for community members to learn about the project's goals, provide feedback, and share ideas.
The campaign successfully generated awareness and fostered active participation from the community, who expressed enthusiasm and eagerness about the project. The insights and feedback gathered were considered in the project's planning, ensuring a collaborative approach that reflects the community's needs. Five email campaigns were sent to more than 300 stakeholders between February and March of 2023.
•Postcard Mailers: Approximately 2250 postcards were distributed to the impacted businesses and residents informing them of the project and the upcoming stakeholder efforts.
•Social Media Campaign: Various social media channels, such as Facebook, Twitter, Instagram, and the city webpage, were utilized to reach a wider audience and generate awareness about the project and its alternatives. •Community Engagement Workshop: An in-person public open house was organized to present the findings of the study and provide an opportunity for community members to ask questions, share concerns, and provide feedback.
This meeting was advertised well in advance, and the length of the meeting was increased for those who could make it earlier and to accommodate those who returned home from work later in the evening. The meeting was also held locally in the project neighborhood to make it more convenient for the immediately impacted stakeholders to attend.
•Stakeholder Outreach: Key stakeholders, including local businesses, community organizations, and neighborhood associations, as well as emergency responders 8{{section.number}}f
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such as the Glendale Police and Fire Departments were directly engaged in the outreach process. A dedicated meeting was arranged with the Glendale Fire Department to ensure their input and concerns were considered. •Online Survey-Project Awareness: Between February 17 to 28, 2023, an online survey was conducted to raise awareness about the project. As a result of this online survey, the top improvements requested by the community were identified. •Online Survey-Project Alternatives: After the development of the initial project alternatives, an online survey was conducted between March 30, 2023, and April 30, 2023, to receive public feedback on the proposed project alternatives. •Door-to-door Canvasing: Since the responses to the online survey represented a very small portion of the businesses along San Fernando Road, Staff decided to complete a door-to-door canvassing effort. The corridor was surveyed on multiple dates, with businesses surveyed on Wednesday, June 7th, and residents on Friday, June 9th, and Saturday, June 10th. The survey encompassed businesses along San Fernando Road from Elk Avenue to Grandview Avenue, as well as the adjacent side streets within an approximate 250-foot radius of San Fernando Road. The canvassed residential area was primarily in the Pelanconi Neighborhood, located north of Grange Avenue.
•PWD staff also held a coordination meeting with the Glendale Fire Department (GFD) and their input highlighted the critical need to balance the benefits of lane reconfiguration with the essential requirement of emergency services. GFD was supportive of any alternative that would not reduce travel lanes on San Fernando Road.
Transportation and Parking Commission (TPC)
On August 21, 2023, staff presented this project to the TPC. The project details were shared, including the bicycle facility alternatives, outreach efforts as of the TPC meeting date, and next steps. Staff recommended the installation of Class III bicycle route with green-back sharrows in both directions along the project corridor because this alternative in the staff’s professional opinion, as well as the consultant’s opinion, achieved the project and grant goals, and is the immediate business and neighborhood community’s preference. This alternative also did not introduce an unprotected bicycle lane and did not limit northbound cyclist connectivity. However, based on the discussion and input received from the TPC, including the idea that having some bike lanes on this road is better than not having any, Alternative 2A, which includes the installation of a Class II bicycle lane in the southbound direction and a Class III bicycle route with green- backed sharrows in the northbound direction, was selected and recommended by the TPC.
City Council
On August 29, 2023, staff presented this project to the City Council. The project details were shared, including the bicycle facility alternatives, outreach efforts as of the City 9{{section.number}}f
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Council meeting date, and next steps. The City Council approved the motion to support the alternative proposed by city staff and approved by the TPC, which includes the installation of a Class II bicycle lane in the southbound direction and a Class III bicycle route with green-backed sharrows in the northbound direction.
Approximately one month before the commencement of the construction, staff will prepare a notification postcard containing essential project details including a link to the project website. This postcard will be sent by mail to the residences and businesses that will be affected by the construction. Additionally, the contractor will be responsible for distributing two distinct door hangers to the affected addresses. One set of door hangers will be provided two weeks prior to the start of any construction activity within the project area, while the second set will be distributed three days before construction begins.
Furthermore, outreach on this project continues to occur through a dedicated website for the project. The link to this website will be posted on all project outreach notifications such as project signs, postcards, and door hangers. 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.
FISCAL IMPACT
The construction of the San Fernando Road Beautification Project Phase I will cost $16,232,963 which was not included as a part of the FY 2023-24 approved budget.
Therefore, staff is requesting for an appropriation of $4,999,000 from the CIP Reimbursement Fund and an appropriation of $11,233,963 from San Fernando Corridor Tax Share Fund. The appropriation requests are outlined below:
Requesting Appropriation
Amount From (Account
String) To (Account String) Funding Source
$ 4,999,000
GL: 31240-4090-
PWD-0020-P0000-
PL: PWD00937DG
GL: 52100-4090-PWD-
0020-P0000-
PL: PWD00937DG
CIP
Reimbursement
Fund
$ 11,233,963 GL: 24223-4100-
CDD-0000
GL:52100-4100-CDD-
0020-P0000-
PL:PWD00937EN
San Fernando
Corridor Tax
Share Fund
ENVIRONMENTAL REVIEW (CEQA/NEPA)
The Project is categorically exempt from environmental review because of CEQA Guidelines §§ 15301.
CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements. 10{{section.number}}f
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ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: Do not approve the motion authorizing a construction contract and resolution of appropriation for the San Fernando Road Beautification Project Phase I. Doing so, however, will not improve the condition of the city roadway and result in the loss of Clean California Local Grant funds, and the city will need to implement other effective stormwater management and pavement rehabilitation practices for these areas.
Alternative 2: The City Council may consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Sarkis Oganesyan, P.E., Deputy Director of Public Works/City Engineer Prepared by:
Armen Avazian, P.E., Principal Civil Engineer
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
Exhibit 1: Project Location Map