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Agenda Report
March 13,2023
TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: CONTRACT AWARD TO FS CONTRACTORS, INC. FOR NORTH HILL
AVENUE COMPLETE STREETS PROJECT FOR AN AMOUNT NOT-TO-
EXCEED $850,805
RECOMMENDATION:
It is recommended that the City Council:
1. Find the project proposed herein to be categorically exempt under the California Environmental Quality Act (CEQA) Guidelines in accordance with Title 14, Chapter 3, Article 19, Section 1 5301, Class 1, Existing Facilities, and that there are no features that distinguish this project from others in the exempt class, and therefore, there are no unusual circumstances; and
2. Accept the bid dated November 30, 2022 submitted by FS Contractors, Inc. in response to the project plans and specifications for North Hill Avenue Complete Streets Project, reject all other bids, and authorize the City Manager to enter into a contract for an amount not-to-exceed $850,805, which includes the base contract amount of $709,004 and a contingency of $141,801 to provide for any necessary change orders.
BACKGROUND:
The North Hill Avenue Complete Streets project will provide for the installation of traffic calming elements, including traffic circles and curb extensions at the intersection of Hill Avenue and Topeka Street, and the intersection of Hill Avenue and Elizabeth Street. The project will also include asphalt concrete paving, street light installation and modification, and landscape and hardscape beautification to enhance the proposed areas surrounding the traffic calming elements. The project limits are at the intersection of Topeka Street and Elizabeth Street along Hill Avenue. A location map of the project is included in Attachment A.
Hill Avenue is a residential street lined with single-family homes, townhomes, and apartments. Although the posted speed on Hill Street north of Washington Boulevard is 30 mph, the 85th speed percentile reaches 40 mph. Hill Avenue north of Washington
MEETING OF
03/13/2023
AGENDA ITEM NO.
8 Contract Award for North Hill Avenue Complete Streets Project March 13, 2023
Boulevard carries about 9,000 car trips per day, while south of Washington Boulevard carries on average of 16,800 car trips per day. North Hill Ave has one lane of traffic in each direction and does not have a two-way left turn median which makes it very difficult for residents to enter and exit their driveways. Installation of the traffic elements will help to influence driver behavior and calm traffic on the roadway.
The proposed project went through the Neighborhood Traffic Management Program process in 2017. An advisory community working group led by DOT staff and its consultant, KOA, was made up of North Hill Avenue residents, the District 2 Councilmember and the District 2 Field Representative. This was formed for the purpose of providing qualitative feedback on the existing environment and input on proposed improvements. Staff from the departments of Public Works and Transportation held multiple public meetings with residents to review the final conceptual plan and design plan, and receive community input regarding the proposed traffic calming elements. The project received strong support from the residents, who are hopeful that the proposed improvements will reduce speeds along the North Hill Avenue corridor.
The proposed project is intended to be constructed in two phases. The first phase will include the improvements to the intersection of Hill Avenue and Topeka Street. Once this intersection has been completed, DOT staff will monitor performance and determine the timing for the construction of the second circle at Hill Avenue and Elizabeth Street.
Staff does not expect the monitoring period to exceed one year. Any cost adjustments to the construction contract would be made via a change order at that time, which may require some additional funding if the construction costs exceed the council not-to- exceed authorized amount.
Prior to construction, DOT will conduct an outreach meeting with N. Hill Avenue residents to review the implementation approach and a second meeting to include neighboring streets to inform them of the planned N. Hill Avenue corridor safety enhancements designed for all users.
A finding of compliance with the General Plan was previously made and is shown in the Fiscal Year (FY) 2023-2027 Capital Improvement Program (CIP) budget under the Complete Streets Project - N. Hill Avenue from North City Limit to Villa Street, page 5.9 of the Transportation section.
The Department of Public Works hired an engineering consultant to prepare the project plans and specifications. Final design was completed in June of 2022. Construction bids were requested and received in accordance with Section 4.08.070 of the Pasadena Municipal Code. On October 27, 2022, a Notice Inviting Bids for the North Hill Avenue Complete Streets Project was published in the local paper and posted on PlanetBids.
The posting generated notices to all vendors who have previously registered with the City for this particular commodity class. A total of 36 vendors downloaded the specifications, including two local vendors. Four bids were received by the bid opening date, one from a local vendor.
Following advertising, bids were received on November 30, 2022, and are as follows:
Contract Award for North Hill Avenue Complete Streets Project March 13, 2023
BidderAmount ($)
1. FS Contractors Inc., Sylmar, CA
2. Access Pacific, Inc., Pasadena, CA
Hardy & Harper, Inc., Lake Forest, CA3.
4.Stance Construction Company, China, CA
Engineer's Estimate
$ 709,004
$ 793,552
$ 977,000
$1,026,442
$ 705,555
The lowest bid received is within one percent of the Engineer's Estimate.
It is recommended that FS Contractors, Inc. be awarded the contract for this project as they are the lowest responsive and responsible bidder. The proposed contract with FS Contractors, Inc. fully complies with the Competitive Bidding and Living Wage Ordinances. In addition, the proposed contract fully complies with the Prevailing Wage Law (Senate Bill 7) per Resolution 9406 adopted by the City Council on December 14, 2014. The contractor has indicated that the awarding of this contract will result in three new hires to their present workforce.
FS Contractors, Inc. previously completed work on the Citywide Sidewalk and Curb Ramp ADA Improvement project in FY 2021 for a total amount of $2,304,569. Staff has confirmed the contractor's license and verified that their Department of Industrial Relations status is in good standing. The contractor received favorable reference checks from other agencies.
The contract for this project will be set as follows:
Base Bid
Contingency Allowance
Contract Not-to-Exceed Amount
$
^
709,004
141.801
$ 850,805
A contingency of 20 percent is allocated to this contract given possible unforeseen conditions that may be encountered. It is anticipated that construction of the first phase will begin in August 2023 and expected to be completed by mid-November 2023.
SAFE SYSTEM APPROACH:
The City has recently implemented a Safe System Approach to traffic safety, based on national guidance from the Federal Highway Administration. The principles and elements of the Safe System Approach have been adhered to in the development of this project.
A key safe system principle is that safety is proactive. This project represents a proactive approach to improving roadway safety. The project is expected to calm traffic on the North Hill corridor and reduce prevailing speeds resulting in less serious traffic Contract Award for North Hill Avenue Complete Streets Project March 13,2023
collisions. Additionally, the project attempts to address the element of the Safe System Approach related to safe roadways and safe road users by physically altering the public right-of-way and changing motorist and pedestrian behavior.
COUNCIL POLICY CONSIDERATION:
This project is consistent with the City Council's goals to improve, maintain and enhance public facilities and infrastructure, and improve mobility and accessibility throughout the City.
ENVIRONMENTAL ANALYSIS:
The contract award has been determined to be categorically exempt under the California Environmental Quality Act (CEQA) Guidelines in accordance with Title 14, Chapters, Article 19, Section 15301, Class 1, Existing Facilities. Class 1 consists of minor alternations of existing public facilities involving negligible or no expansion of use beyond that previously existing at the time of the lead agency's determination. There are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances.
Contract Award for North Hill Avenue Complete Streets Project March 13, 2023
FISCAL IMPACT:
The total cost of this contract including contingency is $850,805 and the total cost of this action will be $1,050,805. Funding for this action exists within the budgeted appropriations in the Complete Streets Project - North Hill Avenue from North City Limit to Villa Street (75093). It is anticipated all costs will be expended in FY 2024. This contract has no impact to the General Fund.
The following table represents a project summary.
Base Bid
Contingency
Construction Administration, Materials Testing
and Inspection
$ 709,004
$ 141,801
$ 200,000
Total Fiscal Impact$1,050,805
Prepared by:
Respectfully submitted,
1/^^
T^NY OLI\^)S, P.E.
Director of Public Works
Concurred by:
LAI^IRA' RUBIO-CORNEJO
Director of Transportation
Kns l\)Tarkanan, P.E.
Deputy Director of Public Works/City Engineer
Approved by:
^3=a*
MIGUEL MARQUEZ
City Manager
Attachment A - North Hill Avenue Vicinity Map