CITY COUNCIL STAFF REPORT
Meeting Date: September 09, 2024
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-24 ACCEPTING THE 2023 INTERSECTION AND CROSSWALK IMPROVEMENT PROJECT NO.
05-23 AS COMPLETE AND AUTHORIZING THE PUBLIC WORKS
DIRECTOR TO ISSUE AND RECORD A NOTICE OF COMPLETION
SYNOPSIS
The 2023 Intersection and Crosswalk Improvement Project No. 05-23 provided improvements at seven intersections (see attached map) throughout the City for increased pedestrian safety. The improvements include pedestrian-activated flashing stop signs and beacons, speed humps, and enhanced crosswalks. The contractor, GradeTech, Inc., has completed all work to the City’s satisfaction. The purpose of this item is to consider the acceptance of the Project as complete and to authorize the issuance of a Notice of Completion.
DISCUSSION
Background
In the last ten years, the City paid over $1,000,000 to fund a crossing guard program each school year at intersections throughout the City. The crossing guard program provided three hours per day of limited weekday coverage during the school year. The cost of the program increased approximately 12 percent per year, with expenses totaling $166,000 in FY23/24. Projected costs for the program from FY2024/25 through FY 2027/28 were estimated at approximately $884,000.
Given rising costs of the program and insufficient ongoing funding, coupled with the limited time benefits provided, in March 2023, the City hired traffic consultant, Traffic Patterns, to analyze each intersection and propose permanent infrastructure solutions and improvements that promote continuous safety at these intersections for all users, including bicyclists and pedestrians, beyond traditional school hours. The completed study provided recommendations for improvements and additional traffic control measures to augment safety and eliminate the reliance upon crossing guards at each intersection.
At the May 15, 2023 City Council meeting, staff proposed infrastructure solutions for each intersection, based on the recommendations in the traffic study, and requested the necessary funding to construct the project. The City Council subsequently adopted Resolution No. 35-23, allocating budget for the construction of the 2023 Intersection and Crosswalk Improvement Project, Project No. 05-23. The project was subject to public bid, and on October 2, 2023, City Council adopted Resolution No. 69-23, which awarded the construction contract to the lowest responsive and responsible bidder, GradeTech Inc., in the amount of $828,685.20 (including contingency).
Prior to the start of work, City staff conducted significant public outreach with the Mount Diablo Unified School District to communicate the decision to move forward with the construction of the Project, through email, social media, and information provided at City events. In addition, on May 23, 2024, at its regularly scheduled meeting, staff presented the project results to the Education Commission.
Analysis
The project is now complete and the work conforms to the construction plans and specifications.
Construction began on October 18, 2023, and was substantially complete on March 25, 2024. The contract initially allotted 40 working days to complete the work and the original project completion date, including rain days, was January 3, 2024. Due to supply chain issues, GradeTech was unable to obtain the specified flashing stop signs and beacons, and the project was delayed for 60 calendar days, until the materials were delivered. The contractor was then awarded an additional 30 working days to complete all remaining project work. Acceptance of this project was further delayed until the contractor completed all punch list items and submitted all the necessary project closeout paperwork required by the Contract Documents.
The project provided improvements at the following intersections:
• Boyd Road and Patterson Boulevard
• Pleasant Hill Road and Paradise Lane
• Viking Drive and Ruth Drive
• Gregory Lane and Brandon Road
• Gladys Drive and Helen Road
• Viking Drive and Odin Drive
• Oak Park Boulevard and Wendell Lane
Project highlights include the installation of pedestrian-activated flashing stop signs and beacons, speed humps, enhanced crosswalks, and new ADA-compliant curb ramps at each intersection. In addition, the project also included adding a new all-way stop at the intersection of Morello Avenue and Viking Drive.
Minor change order work included the installation of high visibility crosswalks at Paso Nogal Road/Netherby Drive and Morello Avenue.
The total cost of construction, including change orders, is $800,679.50, which is 3.4 percent ($28,005.70) below the approved contract amount of $828,685.20. These remaining funds will be returned to the City’s Measure K fund to be allocated on other viable projects.
The City is retaining up to five percent of the total construction cost ($40,033.98) from Gradetech, Inc. 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 total cost of construction is $800,679.50, including executed change orders, and is funded by Measure K, the Sidewalk Maintenance Program, and the Pedestrian and Bicycle Program. The remaining construction fund balance of $28,005.70 will be returned to the City’s Measure K fund.
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 Resolution.
ALTERNATIVES TO RECOMMENDED ACTION
None Recommended.
ATTACHMENT(S):
Proposed Resolution
Project Map
Prepared by: Ann James, Public Works Director
Reviewed & Approved by: Ethan Bindernagel, City Manager