DATE: June 6, 2023
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT: Adopt a Resolution Approving Plans and Specifications, and Calling for Bids for the FY23 Median Landscape Improvement - Phase 2, Project No. 05281 and Appropriate an Additional $497,700 from the Street System Improvements (Fund 450) to Project 05281
RECOMMENDATION
That Council adopts the resolutions (Attachments II and III):
Approving the plans and specifications for the FY23 Median Landscape Improvement - Phase 2 Project No. 05281 and calling for bids to be received on June 13, 2023; and Authorizing the appropriation of $479,700 from the Street System Improvements (Fund 450) to Project No. 05281.
SUMMARY
This project is a continuation of the City’s median landscape and irrigation improvements project for the key corridors throughout the City. This is the eighth of multiple landscape improvement projects within the City. The original project’s scope included the improvements to five separate median islands on Hesperian Boulevard from West Winton Avenue to West A Street. Due to increased construction cost and availability of funding, median landscape improvements for Phase 1 of the project were limited to the improvement of the median island along Hesperian Boulevard from Phillips Way to Sueirro Street. The FY23 Median Landscape Improvement - Phase 2 Project will complete the remaining median islands on Hesperian Boulevard from West “A” Street to Sueirro Street, and Phillips Way to West Winton Avenue.
This project is categorically exempt from environmental review under Section 15301 (c) of the California Environmental Quality Act Guidelines for the operation, repair, maintenance, or minor alteration of existing facilities.
On November 15, 2016, Council passed a resolution authorizing a Community Workforce Agreement (CWA) with the Alameda County Building Trades Council (BTC), which applies to City projects with construction costs of $1,000,000 or more. Because the construction cost estimate for this Project is less than $1,000,000, the CWA agreement does not apply.
BACKGROUND
In 2010, a Master Plan for landscape and irrigation improvements was developed for key corridors throughout the City. The Master Plan was used to prioritize and divide the designated corridors into separate annual construction projects that could be implemented in stages based on available annual funding. This project is part of the eighth landscape improvement project from the Master Plan to be implemented in an effort to improve the appearance of key corridors throughout the City. The first project improved the roundabout in the Fairway Park neighborhood. The second improved the landscape medians along Industrial Parkway West from Ruus Road to Mission Boulevard. The third improved the landscape medians on West Winton Avenue from Southland Drive to Southland Place. The fourth improved the landscape medians at Industrial Boulevard from Clawiter Road to 650 feet South of Depot Road. The fifth improved the landscape medians at Industrial Parkway West from Hesperian Boulevard to I-880, and the sixth improved the landscape medians along Hesperian Boulevard from Chabot Court to W Winton Avenue. The seventh project was on Hesperian from La Playa Drive to West Winton Avenue.
DISCUSSION
As outlined in the approved Master Plan, this portion of Hesperian Boulevard from West “A” Street to Sueirro Street and Phillips Way to W Winton Avenue was selected as part of the eight annual construction project. This segment is a section of the major connector from I-880 to CA 92 servicing multiple retail businesses, and residential and industrial districts. Attachment IV depicts the project limits for this work.
The project primarily consists of:
Removing the existing concrete and cobble paving area within the center median and replacing it with trees, shrubs, and groundcover.
Installing a median nose cap and permeable pavers within 25 feet of the median nose.
Planting additional trees and new shrubs in the median area and placing mulch.
Installing a new irrigation system and controller.
Most of the existing trees will remain except for those that have been identified to be in poor health. Trees in poor health will be replaced in kind or with drought tolerant species suitable for the surrounding environment.
The project conforms to Bay-Friendly landscape practices and complies with the City’s Bay-Friendly Landscape and Water Efficient Landscape Ordinance. This project is categorically exempt under Section 15301 (c) of the California Environmental Quality Act Guidelines for the operation, repair, maintenance, or minor alteration of existing facilities.
On November 15, 2016, Council passed a resolution authorizing a Community Workforce Agreement (CWA) with the Alameda County Building Trades Council (BTC), which applies to City projects with construction costs of $1,000,000 or more. The agreement requires contractors to use local union hiring halls, encourages contractors to employ Hayward residents or Hayward Unified School District graduates, and requires hired workers to pay union dues and other benefit trust fund contributions, etc. Because the construction cost estimate for this Project is less than $1,000,000, the CWA agreement does not apply.
ECONOMIC IMPACT
Replacing and improving median landscaping increases safety, enhances the visual appearance of the medians, increases weed control, and reduces the amount of irrigation required. The additional curb improvements increase the longevity of these enhancements resulting in cost savings over time.
FISCAL IMPACT
The estimated project costs are as follows:
Construction Contract
$922,700
Construction Contingency
155,000
Planting and Landscaping – City Staff
50,000
Design and Administration
50,000
Construction Survey, Inspection and Testing
50,000
TOTAL
$1,227,700
The Adopted FY23 Capital Improvement Program (CIP) includes $1,696,000 for Median Improvement Project in the Street System Improvements from Fund 450. The Recommended FY24 CIP includes an additional appropriation of $875,000 in FY24, which will bring project total to $2,571,000 if the FY24 CIP is adopted.
The total cost of Phase I and Phase II for the Median Landscaping Improvements Project No. 05281 is anticipated to be $3,068,700, including $1,841,000 for Phase 1 and $1,227,700 for Phase 2. Staff recommends the appropriation of an additional $497,700 to Median Landscaping Improvements Project No. 05281 from the Street System Improvements (Fund 450) to close the funding gap.
STRATEGIC ROADMAP
This agenda item supports the Strategic Priorities to Confront Climate Crisis & Champion Environmental Justice. Specifically, this item relates to the implementation of the following project:
Reduce greenhouse gases and dependency on fossil fuels.
Project C6: Plant 1,000 trees annually (500 trees per year by City staff; 500 additional trees, by other partners (HARD, CSU, Chabot, and private developers)
SUSTAINABILITY FEATURES
This project includes the installation of drought tolerant plants to reduce the amount of water usage including installation of a new irrigation system and controller. The project will implement Bay-Friendly Landscaping techniques to use native and climate appropriate plants for median islands. All material generated during construction and demolition be sent to designated facilities for recycling.
PUBLIC CONTACT
Because of the temporary inconvenience that is expected to be caused by the work in the center median, immediately after the construction contract is awarded, a preliminary notice explaining the project will be distributed to the businesses adjacent to the limit of work. After the construction work has been scheduled, businesses will be notified at lease seventy-two hours prior to commencement of work.
SCHEDULE
The estimated schedule for this project is as follows:
Call for Bids
May 23, 2023
Open Bids
June 13, 2023
Award Construction Contract
June 27, 2023
Begin Construction
July 31, 2023
Complete Construction
October 3, 2023
NEXT STEPS
After staff evaluates the bid results, staff will return to Council with the recommendation for award of construction contract.
Prepared by: Hector Leuterio, Assistant Civil Engineer Kathy Garcia, Deputy Director of Public Works
Recommended by: Alex Ameri, Director of Public Works
Approved by:
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Kelly McAdoo, City Manager