CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
1/13/2025
1 SUBJECT:
Esplanade & Palmetto Bicycle and Pedestrian Improvements Project RECOMMENDED ACTION:
Approve the following actions for the Esplanade & Palmetto Bicycle and Pedestrian Improvements Project
1. Adopt a Resolution entitled "A Resolution of the City Council of the City of Pacifica Approving the Construction Contract between the City of Pacifica and Dryco Construction Inc. for the Esplanade and Palmetto Pedestrian and Bicycle Improvements Project in an amount of $1,171,750.60; Authorize a budget authority in the amount of $1,288,758.00 which includes contingencies in an amount of approximately ten percent (10%) of the Construction Contract amounts; Authorize staff to Execute Future Change Orders and Task Orders within the contingency amount;
2. Authorize City Manager to Execute an amendment to the City’s existing project design contract with Fehr and Peers (F&P), on a time and materials basis in an amount not to exceed $15,000 for construction engineering support, bringing the total contract cost ceiling to $117,500; and
3. Authorize the City Manager to Sign Contract Documents for the Project; and
4. Execute Budget Amendment Appropriating $465,354.50 from Available Fund Balance In Fund 13 - Street Improvement Fund.”
STAFF CONTACT:
Roland Yip, P.E., DPW Deputy Director/City Engineer
(650) 738-3771
[email protected]
Rey Soriano, Assistant Civil Engineer
(650) 676-5608
[email protected]
John Mullins, Interim Director of Public Works
(650) 738-3767
[email protected]
BACKGROUND/DISCUSSION:
The Esplanade & Palmetto Bicycle and Pedestrian Improvement Project will provide a variety of bicycle and pedestrian improvements along approximately 2 miles of portions of Palmetto Avenue, West Avalon Drive, and Esplanade Avenue in the City of Pacifica. The improvements are part of the City’s 2020 Bicycle and Pedestrian Master Plan.
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The project will install new, and improve existing, Class 2 (dedicated), Class 2B (buffered and dedicated), and Class 3 (shared) bike lanes along Palmetto Avenue and a portion of Esplanade Avenue and install new Class 3B bicycle boulevards (shared with traffic calming elements) along West Avalon Drive and portions of Esplanade Avenue. The Project will also resurface the above roads which will encourage more bicycling and ensure a smoother surface for use by all users.
The project will enhance pedestrian safety by installing quick-build painted bulbout safety zones at pedestrian crossings, curb ramps, high visibility crosswalks, and rectangular rapid flashing beacons at several intersections that connect high use centers with beaches, including the intersections of Palmetto/Westline, Palmetto/Esplanade, Esplanade/Bill Drake, Esplanade/West Manor, Esplanade/West Avalon, Palmetto/West Avalon, Palmetto/SB Hwy 1 On-Ramp, Palmetto/Surf, and Palmetto/Shoreview. The project plans are available to view on the City's website at: <https://www.cityofpacifica.org/departments/public-works/engineering/esplanadepalmetto-bicyle-pedestrian-improvement-project> The project was submitted and selected for Transportation Development Act (TDA) Article 3 grant funding in July 2022 and was programmed in the 2022-27 Capital Improvement Program.
Staff further applied and was successful in additional funding to perform pavement resurfacing (slurry/cape seal with asphalt repairs) along the route through San Mateo County Transportation Authority (SMCTA) Cycle 6 Bike-Ped Grant.
On June 3rd, 2024, the Planning Commission found the project is exempt from the California Environmental Quality Act (CEQA) and approved Coastal Development Permit CDP-455-23 and Tree Permit TP-8-24 for the Project.
On August 26, 2024 Council rejected all bids for the project. The City received three bids ranging from $1,192,554.60 to $1,523,325.00. The low bid amount exceeded the engineer’s estimate by approximately $142,554.60, or 14%. Staff proposed to re-advertise the project later this year to attract a wider pool of available contractors, and a more favorable bid. Staff also reevaluated the current scope of work to amend the bid documents, however the scope of work could not be reduced due to the grant requirements.
Staff rebid the project on November 8, 2024 and opened bids on December 12, 2024. The City received the following three bids:
Company Total Bid
Dryco Construction Inc. $1,171,750.60
Golden Bay Construction $1,272,252.40
VSS International $1,372,325.00
The revised engineer’s estimate at the time of the second bid was $1,084,000. The low bid from Dryco Construction Inc. (Dryco) is 8% above that estimate. However, given that the City has bid the project twice and that the bid amounts are close together, staff is recommending that the Council award the construction contract to Dryco. Staff has examined the low bid from Dryco and found it to be responsive as defined in the Public Contracts Code.
If approved, Staff anticipates to commence project construction in approximately February 2025 and construction completed by July 2025.
Staff is further recommending awarding an amendment to the City’s existing project design contract with Fehr and Peers (F&P), on a time and materials basis in an amount not to exceed Pacifica City Council 3
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$15,000, for F&P to provide engineering support during construction. F&P is the primary design engineering consultant for the project, and their existing contract does not include construction engineering support. The scope of work for construction engineering support would include submittal review, assistance with Requests for Information (RFIs) and contract change orders, site visits including delineator and striping layout, and preparation of as-built plans. The amendment would bring their total contract amount to $117,500. F&P’s proposal for these services is provided in Attachment 2.
ALTERNATIVE ACTION:
Council may direct staff to reject all bids again in the hope that bids would come in lower in the future, or to provide additional time to seek additional grant funding in lieu of the necessary City Funds. However, doing so would risk losing the existing TDA Article 3 funding which expires on August 31, 2025, and would incur additional project management costs.
Staff does not recommend this alternative because construction costs could increase, and the TDA Article 3 grant funds could be put at risk.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the recommended actions is consistent with the following Council adopted Goals:
• Stewardship of City Infrastructure: Includes repairing/replacing outdated city facilities such as city hall, the libraries, fire stations, etc., improving streets, and responding to impacts of sea level rise. This construction project will improve the existing bicycle and pedestrian network by improving the safety and usability of existing bike lanes and pedestrian facilities.
FISCAL IMPACT:
The following is the source and use of funds:
Total Project Source and Use of Funds
TDA Article 3 $335,160.00
SMCTA Cycle 6 $568,504.00
General Fund (FY 22-23 CIP Budget) $37,240.00
Fund 13 - Street Improvement Fund $465,354.50
Total Source of Funds $1,406,258.50
Construction $1,171,750.60
Construction Contingency (10%) $117,007.40
Fehr & Peers Design $102,500.00
Fehr & Peers Task Order 2 Amendment 2 $15,000.00
Total Use of Funds $1,406,258.50
In order to complete the project, an additional $465,354.50 is needed from Fund 13 - Street Improvement Fund.
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ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Attachment 1: City of Pacifica - Esplanade & Palmetto Construction Services Agreement - Signed (PDF)
Attachment 2: FP-Proposal_Esplanade-Palmetto-DSDC (PDF) Pacifica City Council 5
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RESOLUTION NO. _______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA
APPROVING THE CONSTRUCTION CONTRACT BETWEEN THE CITY OF PACFICA AND DRYCO CONSTRUCTION INC. IN AN AMOUNT OF $1,171,750.60; AUTHORIZING A BUDGET AUTHORITY IN THE AMOUNT NOT TO EXCEED $1,288,758.00, WHICH INCLUDES CONTINGENCIES IN AN AMOUNT APPROXIMATELY TEN PERCENT (10%) OF THE CONSTRUCTION CONTRACT AMOUNT; AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS AND TASK ORDERS WITHIN THE CONTINGENCY AMOUNT; AUTHORIZE STAFF TO EXECUTE AN AMENDMENT TO THE CITY’S EXISTING PROJECT
DESIGN CONTRACT WITH FEHR & PEERS ON A TIME AND MATERIALS BASIS IN AN AMOUNT NOT TO EXCEED $15,000 FOR CONSTRUCTION ENGINEERING SUPPORT BRINGING THE TOTAL CONTRACT COST CEILING TO $117,500; AUTHORIZE THE CITY MANAGER TO SIGN CONTRACT DOCUMENTS FOR THE PROJECT; AND EXECUTE BUDGET AMENDMENT APPROPRIATING $465,354.50 FROM AVAILABLE FUND BALANCE IN FUND 13 - STREET IMPROVEMENT FUND
WHEREAS, consistent with the City of Pacifica’s Bidding Procedures for Public Projects (Municipal Code Title 3 Chapter 15) the City of Pacifica advertised the Request for Bids for Esplanade & Palmetto Bicycle and Pedestrian Improvements Project on July 10, 2024; and WHEREAS, the lowest responsive and responsible bid was from Dryco Construction Inc. in the amount of $1,171,750.60; and
WHEREAS, consistent with the City of Pacifica’s Purchasing Policy (Administrative Policy No. 76), the City of Pacifica entered into an agreement with Fehr & Peers for consulting services under the City Council’s purchasing authority in October 2022; and WHEREAS, the City Council previously authorized Task Order No. 1 and Task Order No. 2 to F&P’s contract for project design, bringing the total not to exceed amount to $103,000; and
WHEREAS, additional services are needed from F&P to provide construction engineering support services in the amount of $15,000 during the construction phase of the project, bringing the total contract cost ceiling to $117,500.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pacifica approves the Construction Contract between the City of Pacifica and Dryco Construction Inc. for the Esplanade and Palmetto Pedestrian and Bicycle Improvements Project in an amount of $1,171,750.60; Authorizes a budget authority in the amount of $1,288,758.00 which includes contingencies in an amount of approximately ten percent (10%) of the Construction Contract amounts; Authorizes staff to Execute Future Change Orders and Task Orders within the contingency amount; Authorizes staff to Execute an amendment to the City’s existing project design contract with Fehr and Peers (F&P), on a time and materials basis in an amount not to exceed $15,000 for construction engineering support, bringing the total contract cost ceiling to $117,500; Authorizes the City Manager to Sign Contract Documents for the Project; and execute budget amendment appropriating $465,354.50 from available fund balance in Fund 13 - Street Improvement Fund.
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• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 13th day of January, 2025, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Sue Beckmeyer, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney