RESOLUTION NO. -23
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PLEASANT HILL
ACCEPTING BID AND AWARDING A CONSTRUCTION CONTRACT FOR PHASE I OF THE DOWNTOWN STREET TREE REPLACEMENT PROJECT NO. 03-23 AND THE GRAYSON CREEK RESTORATION AND MITIGATION PROJECT; AND AUTHORIZING
THE CITY MANAGER TO EXECUTE A CONSTRUCTION CONTRACT WITH SANDSTONE ENVIRONMENTAL ENGINEERING, INC.
WHEREAS, the City has adopted the FY 2022–2027 Capital Improvement Plan (CIP), which includes the Downtown Street Tree Replacement Project No. 03-23 (Project IP-3 in the CIP) as a funded project; and
WHEREAS, Phase I of the Downtown Street Tree Replacement Project No. 03-23 will address replacement of 35 existing at-risk and dying Bradford Pear trees, and other necessary improvements; and
WHEREAS, Phase I of the Downtown Street Tree Replacement Project No. 03-23 will address the removal of concrete sidewalk tripping hazards adjacent to the tree locations identified for replacement; and
WHEREAS, Phase I of the Downtown Street Tree Replacement Project No. 03-23 will provide for needed streetscape improvements along Crescent Drive. In addition, in an effort to attract more bids and receive competitive pricing, the bid included creek restoration and landscaping mitigation work along Grayson Creek that was originally part of the Library Project.
WHEREAS, the Project’s total construction cost is not to exceed $413,275.50, which includes $359,370.00 base bid, plus a contingency of 15 percent, or $53,905.50, to address any unforeseen conditions during construction; and
WHEREAS, the total construction cost of the Downtown tree work, including contingency of 15 percent, is $366,240.50, which is $58,240.50 above the approved budgeted amount of $308,000, as identified in FY2022-2027 CIP; and
WHEREAS, Assessment District 20 (AD20), Zone 6 has insufficient funds to pay for its costsharing allocation of $108,000, as identified in the FY 2022-2027 CIP, and requires allocation of funds from other sources to cover this shortfall; and
WHEREAS, the combination of elevated construction cost and the AD20, Zone 6 budget shortfall requires an additional allocation of $166,240.50 from alternative sources to balance the Project budget; and
WHEREAS, the estimated cost for the creek work, required as part of the Library Project, was $100,000 in Measure K funding. The actual bid for this work, including contingency of 15 percent, is $47,035, which represents a cost savings of $52,965 in Measure K funds; and WHEREAS, the City will be utilizing $47,035.00 of the remaining bond proceeds for the City Library Project (Project MK-4 in the CIP) funded by Measure K to pay for “Base Bid Item #12 – City Library Landscaping and Irrigation;” and
WHEREAS, the City will be utilizing $166,240.50 from the FY22/23 and FY23/24 Sidewalk Maintenance/Gap Closure Program, as identified in the FY2022-2027 CIP, to cover the remaining Project budget shortfall; and
WHEREAS, the City will be utilizing $100,000 from the American Rescue Plan Act of 2021 (ARPA) funding for project construction; and
WHEREAS, the City will be reimbursed $100,000 from downtown property owner, UBS, for project construction; and
WHEREAS, the Zoning Administrator has determined that the Downtown Street Tree Replacement Project No. 03-23 is categorically exempt from environmental review under the California Environmental Quality Act pursuant to California Code of Regulations Title 14, Chapter 3, Section 15301 as a Class 1 categorical exemption (operation, repair, maintenance, or minor alteration of existing public facilities involving negligible or no expansion of use occurring within the City public right-of-way) in compliance with the Complete Streets Act of 2008; and WHEREAS, on April 13, 2023, the Notice of Exemption was filed with the County Clerk of Contra Costa County; and
WHEREAS, on April 18, 2023, at 3:00 p.m., Engineering staff publicly opened and examined the sealed bids for the Downtown Street Tree Replacement Project No. 03-23; and WHEREAS, the City Engineer has determined that Sandstone Environmental Engineering is the lowest responsive, responsible bidder.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Pleasant Hill as follows:
1. Sandstone Environmental Engineering’s base bid of $359,370 is found to be the lowest responsive, responsible bid and is accepted and awarded by the City Council at the unit prices set forth in the bid. This bid is on file in the Community Development Department and incorporated herein by this reference as though set forth in full.
2. A total project construction budget of $413,275.50, which includes the base bid price of $359,370 and project contingency funds in the amount of $53,905.50 (15%), is authorized by the City Council at the unit prices set forth in Sandstone Environmental Engineering’s bid.
3. The City Council approves the allocation of $166,240.50 ($125,000 from the FY22/23 and $41,240.50 from FY23/24) from the Sidewalk Maintenance/Gap Closure Program to the Downtown Street Tree Replacement Project No. 03-23.
4. The City Council approves the allocation of $47,035 for the “Library Landscaping and Irrigation” creek work, which was part of the Library Project funded by Measure K.
5. The City Manager is authorized to execute a construction contract with Sandstone Environmental Engineering for Phase I of the Downtown Street Tree Replacement Project No. 03-23.
ADOPTED by the City Council of the City of Pleasant Hill at a regular meeting held on the 5th day of June 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
___________________________________
TIMOTHY M. FLAHERTY, Mayor
ATTEST:
JUANITA DAVALOS, Acting City Clerk