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24-86482
CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Motion Awarding Contract for the View Crest Road Slope and Road Repair Project
1) Motion to award a construction contract to Clarke Contracting Corporation in the amount of $2,220,586, approving a 15 percent contract contingency in the amount of $333,088, and authorizing the City Manager or a designee to execute the contract.
2) Resolution of appropriation to appropriate $1,850,000 for the View Crest Road Slope and Road Repair Project.
COUNCIL ACTION
Item Type: Consent Item
Approved for October 8, 2024 calendar
EXECUTIVE SUMMARY
The View Crest Road Slope and Road Repair Project will stabilize the roadway and hillside, add new guard rails, new street pavement, new striping and pavement markings, and new trees and other vegetation in the project area. On August 28, 2024, four bids were received for the View Crest Road Slope and Road Repair Project, and after a thorough review, staff found Clarke Contracting Corporation’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 Clarke Contracting Corporation in the amount of $2,220,586 with a 15 percent contingency of $333,088, totaling $2,553,674. Additionally, a resolution of appropriation is needed to transfer funds from existing projects in the State Gas Tax Funds.
RECOMMENDATION
Approve the motion authorizing a construction contract with Clarke Contracting Corporation for the View Crest Road Slope and Road Repair Project in the amount of $2,220,586 plus a 15 percent contract contingency of $333,088 and approve the resolution of appropriation from the State Gas Tax Fund in the amount of $1,850,000 to adequately fund the project.
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ANALYSIS
Due to past heavy rain events and the very steep downhill slope retaining a portion of the existing roadway along View Crest Road, a considerable section of View Crest Road has eroded. Public Works hired a consultant to study the stability of the slope and roadway and design plans to implement improvements to support the existing slope, reconstruct the roadway, install protective guard rails, install trees and other landscaping, as well as other appurtenant work, along the hillside slope and roadway to prevent further erosion and sloughing, and to stabilize the area.
The project is located on View Crest Road between Glen Aire Drive and the Northerly Terminus. Land use along the project consists of single-family homes.
Project Scope of Work
The project scope of work includes the following:
•Slope repair on the northerly side of View Crest Road with the installation of 386 linear feet of pile wall system (steel H-pile with precast concrete lagging); •Removal of the existing pavement and base and re-grading the roadway; •Installation of asphalt concrete pavement over crushed miscellaneous base; •Installation of 849 linear feet of concrete curb and gutter along the southerly side of View Crest Road;
•Installation of 851 linear feet of concrete curb along the northerly side of View Crest Road;
•Removal of existing damaged guardrails and installation of 743 linear feet of new Midwest Guard Rail (MGS) system with steel posts;
•Adjustment of existing manholes, utility valves, and water meters to finished grade;
•Installation of new traffic signing, striping, and pavement markings, and •Removal and planting of various trees, shrubs, and ground cover along the slope to improve erosion control.
Pavement Reconstruction
The project will reconstruct the entire project corridor. Complete reconstruction typically consists of the removal of the existing Asphalt Concrete (AC) pavement and additional base, and construction of new 4-inch AC pavement over 6-inch Crushed Miscellaneous Base (CMB). This method reconstructs the roadway section entirely, improves the structural integrity, and begins a new service life for the street.
Tree Plantings
A total of five new trees will be planted within the city’s right of way on the northerly slope along View Crest Road. Additionally, shrubs, ground cover, and jute netting will be installed on the slope to improve erosion control.
On April 30, 2024, 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 {{section.number}}d3
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the Glendale Independent, the city’s website, as well as various online platforms.
On August 28, 2024, the city received bids from contractors as follows:
1. Clarke Contracting Corporation $2,220,586
2. Rehak General Engineering $2,539,388
3. Jilk Heavy Construction, Inc. $2,912,472
4. Bosco Constructors, Inc. $4,925,641.28 Upon review of the bid documents, staff finds the bid of Clarke Contracting Corporation of $2,220,586 to be the lowest responsive bid from a responsible bidder. The bid of Clarke Contracting Corporation in the amount of $2,220,586 is approximately 23% below the Engineer’s Estimate of $2,900,000.
In addition, staff recommends a reserve for contingencies in the amount of $333,088 or 15 percent of the bid amount. The contingency is based on previous experience with 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.
Furthermore, staff has budgeted approximately 10 percent of the construction amount, or $222,059 for construction management and engineering support services such as project management, project engineering, construction inspection, quality assurance, quality control, and materials testing.
View Crest Road Slope and Road Repair Project
Construction Bid $ 2,220,586
15% Contract Contingency $ 333,088
10% Construction Management & Engineering Support $ 222,059 Total Construction Cost $ 2,775,733
The State of California Contractor’s State License Board website confirms that the license of Clarke Contracting Corporation is current, active, and in good standing.
Additionally, staff contacted the references provided by Clarke Contracting Corporation and found they had satisfactorily completed their projects.
The construction of this project is anticipated to begin in December 2024 and is scheduled for completion by August 2025.
STAKEHOLDERS/OUTREACH
As a result of this project the public will gain more livable communities and improved safety for all users.
During the development of the project plans and specifications, the staff have been in direct contact with the residents directly impacted by this project. Approximately one- month before the commencement of construction, staff will prepare a notification {{section.number}}d4
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postcard containing essential project details including a link to the project website. The postcard will be distributed to the residences 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 will continue to occur through a dedicated website for the project that is hosted through the City of Glendale domain. The website familiarizes the public to the project and to the project team, explains the scope of work and project location, and provides the public with staff contact information for questions, discussion, and/or input.
FISCAL IMPACT
The construction of the View Crest Road Slope and Road Repair Project will cost $2,775,733, of which $ 925,733 was included as a part of the FY2024-25 approved budget. Therefore, staff is requesting for an additional appropriation of $1,850,000 from the State Gas Tax Fund. The appropriation requests are outlined below:
Existing Appropriation
Amount Account String Funding Source
$925,733 GL: 52100-4020-PWD-0020-P0000
PL: PWD00278AN
Gas Tax Fund
Requesting Appropriation
Amount From (Account String) To (Account String) Funding Source $1,850,000 GL: 24219-4020-PWD-
0000
GL: 52100-4020-
PWD-0020-P0000
PL: PWD00278AN
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 View Crest Road Slope and Road Repair Project. Doing so, however, will not improve the condition of the slope or the roadway along View Crest Road.
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Alternative 2: The City Council may consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Daniel Hernandez, Interim Director of Public Works
Prepared by:
Viktoriya Pakhanyan, P.E., Senior Civil Engineer
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
Exhibit 1: Project Location Map