CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
1/13/2025
1 SUBJECT:
Sharp Park PDA Pedestrian Improvements Project
RECOMMENDED ACTION:
Approve the following actions for the Sharp Park PDA 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 JJR Construction Inc. for the Sharp Park PDA Pedestrian Improvement Project in an amount of $1,639,478.21; Authorize a budget authority in the amount of $2,049,347.76 which includes contingencies in an amount of twenty five percent (25%) of the Construction Contract amounts; and 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 arborist contract with Tree Management Experts Inc., on a time and materials basis in an amount not to exceed $20,000 for arborist services during construction, bringing the total contract cost to $40,000;
3. Authorize City Manager to Execute an amendment to the City’s existing design services contract with Nichols Consulting Engineers, on a time and materials basis in an amount not to exceed $9,700 for construction engineering support, bringing the total contract cost ceiling to $218,100;
4. Authorize the City Manager to Sign Contract Documents to the Project; and
5. Execute Budget Amendment Appropriating $188,737.05 from Available Fund Balance In Fund 11 Measure W”.
STAFF CONTACT:
Roland Yip, P.E., DPW Deputy Director
(650) 738-3771
[email protected]
Bryan Bautista, Assistant Civil Engineer
(650) 898-2233
[email protected]
John Mullins, Interim Director of Public Works
(650) 738-3767
[email protected]
BACKGROUND/DISCUSSION:
The Sharp Park Priority Development Area (PDA) Pedestrian Improvement Project will close sidewalk gaps, improve sidewalk to current ADA standards, install new ADA compliant driveways and corner curb ramps, install curb and gutter to improve storm water management, Pacifica City Council 2
January 13, 2025
remove and replace failed pavement, install Bicycle Boulevard (Paloma) and pedestrian crossing striping, and resurface roads with slurry seal along Paloma Avenue, Carmel Avenue and Santa Maria Avenue from Francisco Boulevard to Beach Boulevard. The new driveways and sidewalks will provide an ADA compliant path of travel in the project area and provide a vital link for pedestrians and bicyclists from the eastern residential neighborhood of Pacifica to the Sharp Park district, Palmetto business area, Pacifica Civic Center, two schools, the Sharp Park Library, and the popular Sharp Park Beach and Pacifica Pier. Furthermore, the pavement improvements will aid bicyclists and pedestrians by remove tripping hazards while also installing up to date and improved pavement striping for a safer overall experience.
On April 14, 2022, City/County Association of Governments of San Mateo (C/CAG) approved the guidelines and process for the Metropolitan Transportation Commission One Bay Area Grant (OBAG) 3 County & Local Program. As part of the OBAG 3 process, C/CAG Board authorized $900,000 in Measure M funds to fund the project. On April 10th, 2023, City Council approved funding agreement between the City/County Association of Governments of San Mateo County.
On April 13th, 2023, C/CAG approved the reallocation of $1,000,000 in federal One Bay Area Grant Two (OBAG 2) and allocation of $358,247 of Transportation Fund for Clean Air (TFCA) County Program Manager Funds to the City of Pacifica for this project. In December 2023, the TFCA funds were replaced with Measure M funds. On June 24th, 2024, City Council authorized the City Manager to execute funding agreements for the One Bay Area Grant 2 (OBAG 2) with the California Department of Transportation (Caltrans).
With all of the above funding actions, the project is the recipient of $1,000,000 in federal OBAG 2 funds and $1,258,247 in local Measure M funds. The Measure M funds require a minimum 15% local match, or $188,737.05.
On April 24th, 2023, the City Council authorized a design services agreement with Nichols Consulting Engineers (NCE) for project design in an amount not to exceed $155,800. On March 25th, 2024, the contract was amended in the amount of $52,600 increasing the overall cost to an amount not to exceed $208,400. The project plans are also available to view on the City's website at: https://www.cityofpacifica.org/departments/public-works/engineering/capitalimprovement-projects/sharp-park-pda-pedestrian-improvement-project.
On December 12, 2023, staff held a community meeting with the directly affected residents. On October 7, 2024, the City of Pacifica Planning Commission approved a Local Coastal Development Permit for the project.
The Project was advertised for construction bids on November 6, 2024, in accordance with the formal bid process, and bids were opened on December 10, 2024. The City received the following ten bids:
Company Bid
JJR Construction, Inc. $1,639,478.21
Golden Bay Construction, Inc. $1,853,355.70
FBD Vanguard Construction, Inc. $1,887,031.51
Sposeto Engineering $2,055,223.80
Kerex Engineering $2,098,720.00
RK Engineering, Inc. $2,114,513.00
Redgwick Construction Co. $2,304,669.80
S&H Construction, Inc. $2,568,600.00
DRYCO Construction, Inc. $2,662,876.55
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January 13, 2025
Schreder & Brandt MFG, Inc. $3,332,939.29
The engineer’s estimate is $2,400,000. The low bid from JJR Construction Inc. is 32% below the estimate. Staff have examined the low bid from JJR Construction Inc. and found it to be responsive and responsible as defined in the Public Contracts Code. Staff is recommending that the Council award the construction contract to JJR Construction Inc.
If approved, Staff anticipates commencing construction approximately February 2025 and construction completed by September 2025. The project will include a second public meeting with the directly affected residents and the contractor prior to commencing construction.
Staff is recommending a budget amendment to the NCE contract for an additional $9,700 for construction engineering support including pavement inspection and marking, RFI, and CCO review and support during construction. The amendment would bring their total contract amount to $218,100.
Staff is further recommending awarding an amendment to the project’s consulting arborist Tree Management Experts (TME) to provide arborist services during construction. Services would include tree protection pruning, site meetings with the contractor and City inspector, and siting the new replacement trees. TME’s proposal for these services is provided in Attachment 2.
ALTERNATIVE ACTION:
The City Council could elect to reject all bids and rebid the project. However, given the current bid being substantially less than the estimate and the December 31, 2025 Measure M grant deadline, staff does not recommend that action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the construction contract 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 existing City streets and roads.
FISCAL IMPACT:
The following is the source and use of funds for the project based on the full grant amounts and required Measure M local match.
Total Project Source and Use of Funds
OBAG 2 $1,000,000.00
Measure M Grant $1,258,247.00
Fund 11 Measure W $188,737.05
Total Source of Funds $2,446,984.05
Construction $1,639,478.21
Construction Contingency (25%) $409,869.55
Design Consultant $218,100.00
Pacifica City Council 4
January 13, 2025
Arborist $40,000.00
Total Use of Funds $2,307,447.76
The Measure M grant requires a 15% local match to be funded from Fund 10 Gas Tax Maintenance Fund. Staff plans to utilize the OBAG 2 grant first to minimize the expenditure of City funds. Due to the surplus of funding, Staff is requesting for a 25% contingency to add scope requested by the Planning Commission with any additional funds raised with the grantee for consideration. In addition, Staff will be asking C/CAG if the Measure M grant can be reallocated to another project, looking into getting a separate contract to perform construction inspection services, and requesting for City staff time to be reimbursed by the Measure M grant.
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Sharp Park PDA Project Award Staff Report Attachment 1 JJR Agreement (PDF) Sharp Park PDA Project Award Staff Report Attachment 2 TME proposal (PDF) Sharp Park PDA Project Award Staff Report Attachment 3 NCEproposal (PDF) Pacifica City Council 5
January 13, 2025
RESOLUTION NO. ____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA
APPROVING THE CONSTRUCTION CONTRACT BETWEEN THE CITY OF PACIFICA AND JJR CONSTRUCTION INC. FOR THE SHARP PARK PDA PEDESTRIAN IMPROVEMENT PROJECT IN AN AMOUNT NOT TO EXCEED $1,639,478.21; AUTHORIZING A BUDGET AUTHORITY IN THE AMOUNT OF $$2,049,347.76 WHICH INCLUDES CONTINGENCIES IN AN AMOUNT NOT TO EXCEED TWENTY FIVE PERCENT (25%) OF THE CONSTRUCTION CONTRACT AMOUNTS; AUTHORIZING STAFF TO EXECUTE FUTURE CHANGE ORDERS AND TASK ORDERS WITHIN THE CONTINGENCY AMOUNT; AUTHORIZING STAFF TO EXECUTE AN AMENDMENT TO THE CITY’S EXISTING ARBORIST CONTRACT WITH TREE MANAGEMENT EXPERTS INC. IN AN AMOUNT NOT TO EXCEED $20,000 FOR
ARBORIST SERVICES DURING CONSTRUCTION BRINGING THE TOTAL CONTRACT COST TO $40,000; AUTHORIZING STAFF TO EXECUTE AN AMENDMENT TO THE CITY’S
EXISTING DESIGN SERVICES CONTRACT WITH NICHOLS CONSULTING ENGINEERINGS IN AN AMOUNT NOT TO EXCEED $9,700 FOR CONSTRUCTION ENGINEERING SUPPPORT BRINGING THE TOTAL CONTRACT COST CEILING TO $218,100; AUTHORIZE THE CITY MANAGER TO SIGN CONTRACT DOCUMENTS TO THE PROJECT; AND EXECUTE BUDGET AMENDMENT APPROPRIATING $188,737.05 FROM AVAILABLE FUND BALANCE IN FUND 11 MEASURE W
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 FY 2024-25 Pavement Resurfacing Project on February 21, 2024, and February 28, 2024; and WHEREAS, the lowest responsive and responsible bid was from JJR Construction, Inc. in the amount of $1,639,478.21; and
WHEREAS, consistent with the City of Pacifica’s Purchasing Policy (Administrative Policy No. 76), the City of Pacifica entered into an agreement with Tree Management Experts (TME) for arborist consulting services under the City Council’s purchasing authority in October 2022; and
WHEREAS, additional services are needed from TME to provide arborist consulting services during construction in the amount of $20,000 during the construction phase of the project, bringing the total contract cost to $40,000; and WHEREAS, consistent with the City of Pacifica’s Purchasing Policy (Administrative Policy No. 76), the City of Pacifica entered into an agreement with Nichols Consulting Engineers for consulting services under the City Council’s purchasing authority in April 2023; and WHEREAS, the City Council previously authorized Amendment No. 1 to NCE’s contract for project design, bringing the total not to exceed amount to $155,800; and WHEREAS, additional services are needed from NCE to provide construction engineering support services in the amount of $9,700 during the construction phase of the project, bringing the total contract cost ceiling to $218,100; Pacifica City Council 6
January 13, 2025
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pacifica 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 JJR Construction Inc. for the Sharp Park PDA Pedestrian Improvement Project in an amount of $1,639,478.21; Authorize a budget authority in the amount of $ $2,049,347.76 which includes contingencies in an amount of twenty five percent (25%) of the Construction Contract amounts; 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 arborist contract with Tree Management Experts Inc., on a time and materials basis in an amount not to exceed $20,000 for arborist services during construction, bringing the total contract cost to $40,000; Authorize staff to Execute an amendment to the City’s existing design services contract with Nichols Consulting Engineers, on a time and materials basis in an amount not to exceed $9,700 for construction engineering support bringing the total contract cost ceiling to $218,100; Authorize the City Manager to Sign Contract Documents to the Project; and Execute Budget Amendment Appropriating $188,737.05 from Available Fund Balance In Fund 11 Measure W”. • • • • •
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