Agenda Item C.1
CPMS DISCUSSION/ACTION ITEM
Meeting Date: October 3, 2023
TO: Mayor and Councilmembers
FROM: Charles W. Ebeling, Public Works Director
CONTACT: Daniel Virgen Jr, Assistant Engineer
SUBJECT: Hollister Avenue Old Town Interim Striping Project Alternatives RECOMMENDATION:
That City Council provide staff with direction on selecting an alternative for the Hollister Avenue Old Town Interim Striping Project.
BACKGROUND:
On January 19, 2021, the City Council approved a new Capital Improvement Program (CIP) project titled Hollister Avenue Old Town Interim Striping Project (CIP Project No. 9114) and authorized a $70,000 budget to initiate preliminary project desig n and development. The project will restripe Hollister Avenue between Fairview Avenue and Kinman Avenue, reducing travel lanes from two lanes to one lane in each direction. This is intended to provide additional space to increase the on -street parking and install a Class II bike lane. The project's original intent was to to implement parking and multi - modal improvements that originated as part of the Hollister Avenue Complete Streets Corridor Plan Project at a relatively low cost. The improvements can then be studied, evaluated, and refined in preparation for when funding for a permanent streetscape project becomes available. The street concepts contained in the previous Hollister Avenue Complete Streets Corridor Plan were the outcome of an 18 -month public outreach program consisting of public surveys, workshops, stakeholder meetings and walking and biking tours of the area.
Agreement No. 2021-030 with Stantec Consulting Services, Inc. (Stantec) in the amount of $44,980 was approved on May 3, 2021. At that time, Stantec was directed to review previous work efforts and begin initial traffic analysis within and in proximity to the project limits.
On November 2, 2021, the City Council approved Amendment No. 1 for $114,820 to complete preliminary design, environmental review, public outreach , and prepare construction documents of the selected alternative.
1 Meeting Date: October 3, 2023
On June 6, 2023, the City Council approved Amendment No. 2 for an additional $26,000 for additional design sc ope items needed to complete the construction documents , as well as engineering support services needed during construction. In addition, City Council authorized the City Manager to execute a professional ser vice agreement with MNS Engineering, Inc . to provide construction management and inspection services. The agreement is in a not-to-exceed amount of $128,512.
DISCUSSION:
Project Description
The Hollister Avenue Old Town Interim Striping Project (Project) is an improvement project that will increase safety, accessibility, and mobility for all users on Hollister Avenue between Kellogg Ave nue and Fairview Avenue. The project consists of back -in-angled 90-minute parking, 90 -minute parking restriction s, traffic signal upgrades, striping, and pavement delineation improvements.
Bidding
On April 4, 2023, t he City Council approved the plans and specifications for the project and authorized staff to call for bids. The closing date for the bids was May 25, 2023, and no bids were received for this project.
Public Works staff contacted several Contractors for recommendations to refine the bid documents and project plans . The information gathered from different Contractors resulted in changes in plans and specifications. The Project was posted to rebid on June 29, 2023. Two (2) bids were received on August 10, 2023.
The engineer’s estimate and bid are as follows:
Table 1: Bids Results
Engineer’s Estimate (EE) $1,840,943.75
Granite Construction $4,015,848.00
Toro Enterprise $4,499,221.25
The engineer’s estimate for construction costs was $1,840,943. Granite was the lowest responsible bidder at $4,015,848. However, Granite’s bid amount was over 118% more than the engineer's estimate. Toro’s bi d amount was 144% more than the engineer's estimate. Public Works staff typically recommends an award of a project if the bid is within the engineer's estimate plus or minus 20%, Granite's Bid is approximately 5.9 times over that recommended variance amount. A detailed summary of the bids received is included in Attachment 1.
2 Meeting Date: October 3, 2023
Alternatives
Due to the significant variance between available budget and bid amounts, Public Works staff is seeking direction from City Council to proceed with one of two different alternatives for this Project, alternative A or B.
Alternative A: Reject all bids and rebid the project next year. In preparation to rebid the project, Public Works staff will evaluate the project and determine if any cha nges are required to make the project more appealing to contractors. In addition, public outreach will be significantly utilized to give the project more exposure to contractors. Public Works staff will evaluate all options to deliver the project closer to the budget.
Alternative B: Award the project to the lowest responsive bidder. However, awarding the project will require an additional appropriation, resulting in reducing $3.6M from being transferred to the existing CIP projects that are underfunded.
Some of these projects include:
Ekwill Street & Fowler Road Extensions Project
San Jose Creek Multipurpose Path Northern and Southern Segments Annual Pavement Maintenance
This alternative will cause a n increased funding short fall on the above-listed projects.
The above listed currently have budget constraints and appropriating funds for this project will create a larger funding gap. If this option is selected, staff will work with Finance to develop a funding str ategy and return to Council October 17, 2023, for award of construction contracts.
At the September 19, 2023 City Council meeting, Finance staff provided an update on the General Fund’s projected ending unassigned fund balance, which is at approximately $5.6 million for FY 23/24. Due to higher than anticipated funding gaps with this project and other priority CIP projects, staff are continuing to evaluate funding options and strategies with consideration of all other priority project funding needs. Staff will discuss further with the City Council at a special workshop on October 30, 2023.
It should be noted, a s part of evaluating funding sources, i f fund balances from the General Fund or other sources are not available, other options include scope reductions, value engineering, reviewing the operating budgets for savings or reductions, inte rfund loans or contingency fund borrowings, deferring projects, or possible debt financing.
FISCAL IMPACTS:
The total estimated project cost for the Project is $5,144,041.64. The costs by project component, including funding sources, are shown in Table 2 below.
Table 2: Project Cost Estimates
3 Meeting Date: October 3, 2023
Project
Components Estimated Costs Funding
Source Funding Amounts
Staff Time $119,636.80 Measure A
(205) $580,000.00
Conceptual
Design $38,873.41 Measure A Grant
(206) $365,315.00
Environmental
Review $7,772.03 Gas Tax (201) $574,000.00 Final Design $379,963.20 Unfunded $3,624,726.64 Construction $4,417,433.00
CMIT $180,363.20
Total: $5,144,041.64 Total: $5,144,041.64
Total Estimated Project Cost:
$5,144,041.64
Table 3 below provides the current available project budget.
Table 3: Project Funding
ALTERNATIVES:
The City Council shall provide direction on the alternatives provided.
Account Fund
Projected
FY 2022-23
Carryover
FY 2023-24
Budget
YTD Activity/
Encumbrance
s
Available
Balance
201-90-9114-57070
(Design) Gas Tax $174,000.00 $66,153.00 $128,512.00 $111,641.00 201-90-9114-57071
(Construction) Gas Tax $0.00 $333,847.00 $0.00 $333,847.00 205-90-9114-57070
(Design) Measure A $90,624.78 $0.00 $70,201.48 $20,423.30 205-90-9114-57071
(Construction) Measure A $15,000.00 $312,000.00 $1,300.00 $325,700.00 206-90-9114-57071
(Construction)
Measure A -
Grant $365,315.00 $0.00 $0.00 $365,315.00
Total $644,939.78 $712,000.00 $200,013.48 $1,156,926.30 4 Meeting Date: October 3, 2023
Reviewed By: Legal Review By: Approved By:
___________________ ___________________ _________________ Kristine Schmidt Megan Garibaldi Robert Nisbet
Assistant City Manager City Attorney City Manager
ATTACHMENTS:
1. Bid Results
5 ATTACHMENT 1
Bid Results
6 CITY OF GOLETA
Public Works Deparment
Bid Summary
ITEM
NO. ITEM UNIT ESTIMATED
QUANTITY ITEM PRICE SUBTOTAL ITEM PRICE SUBTOTAL ITEM PRICE SUBTOTAL 1 TRAFFIC CONTROL AND
MAINTENANCE LS 1 $ 40,000.00 40,000.00 760,811.00$ 760,811.00$ 127,000.00$ 127,000.00$ 2 PLACEMENT AND MAINTENANCE OF
BEST MANAGEMENT PRACTICES
(BMP'S)
LS 1 $ 4,500.00 4,500.00 9,000.00$ 9,000.00$ 24,000.00$ 24,000.00$ 3 PORTABLE CHANGEABLE MESSAGE
SIGN EA 4 $ 2,500.00 10,000.00 3,000.00$ 12,000.00$ 6,005.00$ 24,020.00$ 4 PROFILE CROWN AND REMOVE A.C.
PAVEMENT (2" MAX) SY 18,200 $ 6.00 109,200.00 12.00$ 218,400.00$ 3.90$ 70,980.00$ 5 COLD PLANE & REMOVE A.C.
PAVEMENT (2.5" MAX.) SY 19,300 $ 6.50 125,450.00 13.00$ 250,900.00$ 13.40$ 258,620.00$ 6 RHMA OVERLAY (2.5") TON 2,625 $ 225.00 590,625.00 370.00$ 971,250.00$ 327.25$ 859,031.25$ 7 INSTALL WHEEL STOPS EA 30 $ 100.00 3,000.00 85.00$ 2,550.00$ 125.00$ 3,750.00$ 8 REMOVE AND PLACE THERMOPLASTIC
TRAFFIC STRIPING & MARKINGS &
PAVEMENT MARKERS
LS 1 $ 90,000.00 90,000.00 48,936.00$ 48,936.00$ 59,650.00$ 59,650.00$ 9 TRAFFIC SIGNS LS 1 $ 86,500.00 86,500.00 31,451.00$ 31,451.00$ 17,520.00$ 17,520.00$ 10 METHYL METHACRYLATE MARKINGS -
RED SF 3400 12.00$ 40,800.00 11.25$ 38,250.00$ 8.50$ 28,900.00$ 11 METHYL METHACRYLATE MARKINGS -
GREEN SF 17200 $ 12.00 206,400.00 6.00$ 103,200.00$ 8.40$ 144,480.00$ 12 PREFORMED THERMOPLASTIC
SURFACE SYSTEM SF 7000 $ 15.00 105,000.00 16.50$ 115,500.00$ 22.90$ 160,300.00$ 13 LANE SEPARATION SYSTEM EA 160 $ 300.00 48,000.00 235.00$ 37,600.00$ 405.00$ 64,800.00$ 14 ADJUST STORM DRAIN MANHOLES TO
GRADE EA 2 $ 2,000.00 4,000.00 2,500.00$ 5,000.00$ 2,165.00$ 4,330.00$ 15 ADJUST WATER MANHOLES & VALVES
TO GRADE EA 15 $ 1,500.00 22,500.00 2,000.00$ 30,000.00$ 1,170.00$ 17,550.00$ 16 ADJUST SEWER MANHOLES TO
GRADE EA 6 $ 2,000.00 12,000.00 3,000.00$ 18,000.00$ 2,165.00$ 12,990.00$ 17 MODIFY TRAFFIC SIGNALS LS 1 $ 265,000.00 265,000.00 988,000.00$ 988,000.00$ 2,408,000.00$ 2,408,000.00$ 18 MOBILIZATION LS 1 $ 77,968.75 77,968.75 375,000.00$ 375,000.00$ 213,300.00$ 213,300.00$
Project Name: Hollister Avenue Old Town Interim Striping Project Project NO: 9114
Bid Opening: August 10, 2023 3:00PM
SCHEDULE OF BASE BID ITEMS Engineers Estimate Toro
Total: $4,499,221.25$4,015,848.00$1,840,943.75
Granite
7