CITY COUNCIL STAFF REPORT
Meeting Date: January 08, 2024
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. __-24 ACCEPTING PHASE I OF THE DOWNTOWN STREET TREE REPLACEMENT PROJECT NO. 03-23
AND THE GRAYSON CREEK RESTORATION AND MITIGATION
PROJECT AS COMPLETE; AUTHORIZING THE CITY ENGINEER TO
ISSUE AND RECORD A NOTICE OF COMPLETION; AND
AUTHORIZING THE TRANSFER OF $42,321.25 IN UNUSED PROJECT
FUNDS FROM DOWNTOWN STREET TREE REPLACEMENT
PROJECT NO. 03-23 (IP-3) TO THE SIDEWALK MAINTENANCE/GAP CLOSURE PROGRAM (M4)
SYNOPSIS
The Downtown Street Tree Replacement Project No. 03-23, Phase I, provided streetscape improvements along Crescent Drive. In addition, the project included creek restoration and mitigation along Grayson Creek that was originally part of the Library project. The contractor, Sandstone Environmental Engineering, has completed all work to the City’s satisfaction. The purpose of this item is to consider the acceptance of the Project as complete; authorize the City Engineer to issue and record a Notice of Completion; and authorize the transfer of $42,321.25 in unused project funds from the Downtown Street Tree Replacement Project (IP-3) back to Sidewalk Maintenance/Gap Closure Program (M4).
DISCUSSION
Background
Downtown Street Tree Project. The Pleasant Hill Downtown Project was completed in 1999 and included installation of Bradford Pear street trees along Crescent Drive, Crescent Plaza, and the adjacent downtown corridor. Over nearly 25 years of growth, the Bradford Pear’s root systems presented ongoing maintenance issues, which required expensive asphalt pavement and sidewalk repairs. In addition, the height of the trees became such that pruning them required a balance between the health of the trees and the needs of Downtown businesses for clearance and visibility. The typical lifespan for the Bradford Pear tree is 20-25 years, so these trees had reached the end of their normal life.
City staff working closely with Vestar Downtown Property Managers (Vestar) and the Batha Design Group, a landscape architect, conducted a study of the Downtown street trees and compiled the Crescent Drive Street Tree Inventory and Sustainability Guide, which provided guidelines and recommendations for the removal of the existing Bradford Pear Trees, as well as the recommendations for the type, installation, and long term care of the replacement trees. The Batha Design Group presented a variety of replacement tree options, including the Chinese Pistache. City staff and Vestar reviewed each specimen and determined that the Chinese Pistache “Keith Davey” species would best meet the needs of the City and the Downtown businesses.
Downtown Street Tree Replacement Project No. 03-23, Phase I. This project is identified as a funded project in the approved FY 2022-2027 Capital Improvement Plan (CIP) (Project IP-3).
Due to budget constraints and in an effort to minimize the impact on Downtown businesses, the project was divided into multiple phases.
On June 5, 2023, City Council adopted Resolution No. 46-23, which awarded the construction contract to the lowest responsive and responsible bidder, Sandstone Environmental Engineering, for $413,275.50 (including contingency).
Grayson Creek Restoration and Mitigation Project. This CIP project encompasses creek restoration and mitigation along Grayson Creek that was originally part of the Library completion requirement. In an effort to attract more bids and receive competitive pricing, this work was included in the Downtown Street Tree Replacement Project.
Analysis
Downtown Street Tree Project. The Project is now complete and the work conforms to the construction plans and specifications. Construction began on July 5, 2023. The Contractor substantially completed the project on October 13, 2023, which was within the allotted contract time. The total cost of construction, including one change order, is $323,919.25, which is $42,321.25 below the approved contract amount of $366,240.50.
Project highlights included the following construction activities:
Replaced 34 existing Bradford Pear trees with new Chinese Pistache “Keith Davey” species;
Widened the existing tree wells;
Expanded the existing soil with new structural soil;
Installed new pavers adjacent to the new replaced trees; Repaired the existing irrigation system at each tree to its functional form; and Repaired the existing damaged concrete sidewalk along the corridor adjacent to the replacement trees.
Grayson Creek Restoration and Mitigation Project. The Project is now complete and the work conforms to the construction plans and specifications. Construction began on July 5, 2023. The Contractor substantially completed the project on October 13, 2023, which was within the allotted contract time.
Project highlights included the following:
Removal of invasive plants and vegetation at three outfall locations; Installation of specified plants, shrubs, jute netting, and hydro-seeding at three outfall locations; and
Installation of a temporary irrigation system at three outfall locations.
Retention. The total cost of construction, including change orders, is $374,166.45, which is $39,109.05 below the approved contract amount of $413,275.50. Change order work totaled $15,016.45. The City is retaining up to five percent of the total construction cost ($18,708.32) from Sandstone Environmental Engineering to ensure that the Contractor pays all of its vendors and suppliers. The procedure for releasing the retention is the City Council’s formal acceptance of the work with authorization to issue and record a Notice of Completion. If there are no claims filed within 35 days of recording the notice, the City may release final payment of the retained amount to the contractor. The completed work is subject to a one-year maintenance period to address any problems that occur within that time.
FISCAL IMPACT
The contractor completed the Project within an approved budgeted amount at a total cost of $374,166.45. The Downtown Street Tree Project was funded through a combination of three sources: American Rescue Plan Act of 2021 (ARPA), Sidewalk Maintenance/Gap Closure Program, and private funding (UBS).
Staff requests City Council’s authorization to return $42,321.25 in unused funds from the Downtown Street Tree Replacement Project, No. 03-23 (IP-3) back to the Sidewalk Maintenance/Gap Closure Program (M4).
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt proposed Resolution accepting Phase I of the Downtown Street Tree Replacement Project No. 03-23 and the Grayson Creek Restoration and Mitigation Project as complete, authorize the City Engineer to issue and record a Notice of Completion, and authorize the transfer of $42,321.25 in unused project funds back to the Sidewalk Maintenance/Gap Closure Program.
ALTERNATIVES TO RECOMMENDED ACTION
None recommended.
ATTACHMENT(S):
Proposed Resolution
Prepared by: Omar Adina, Assistant Engineer
Reviewed by: Ananthan Kanagasundaram, City Engineer
Approved by: Ethan Bindernagel, City Manager