DATE: JANUARY 10, 2023
DEPARTMENT: PUBLIC WORKS DEPARTMENT
FROM: DAVID JACOBS, P.E., L.S., PUBLIC WORKS DIRECTOR
THRU: ADRIANA ROBLES, P.E., CITY ENGINEER
BY: ELISE RAMIREZ, P.E., SENIOR CIVIL ENGINEER
TITLE: BARDIN ROAD SAFE ROUTES TO SCHOOL IMPROVEMENTS, CIP NO. 9218 RECOMMENDED MOTION:
A motion to approve a Resolution to:
Authorize the transfer of funds from CIP 9230 Main Street Improvements to the Bardin Road Safe Routes to School Improvements, Project No. 9218, Federal Project ATPL-5045(031), in the amount of $557,027.35; and Authorize the transfer of funds from CIP 9981 Street Maintenance Improvements to the Bardin Road Safe Routes to School Improvements, Project No. 9218, Federal Project ATPL-5045(031), in the amount of $500,000; and Approve a contract change order for Time Related Overhead (TRO) claims to the Don Chapin Company Inc. in the amount of $429,226.12 and authorize the City Manager to execute all necessary documents related to the TRO Change Order; and Approve a contract change order for the landscape improvements to the Don Chapin Company Inc. for the Bardin Road Safe Routes to School Improvements, Project No. 9218, Federal Project ATPL-5045(031) in the amount of $249,202.26 and authorize the City Manager to execute all necessary documents related to the landscape improvements change order; and Approve a contract change order for the right of way (ROW) delays to the Don Chapin Company Inc. for the Bardin Road Safe Routes to School Improvements, Project No. 9218, Federal Project ATPL-5045(031) in the amount of $117,745.29 and authorize the City Manager to execute all necessary documents related to the ROW delays change order; and Authorize the City Manager to execute all outstanding contract change orders to the Don Chapin Company Inc. for the Bardin Safe Routes to School Improvements Project No. 9218, Federal Project ATPL-5045(031) above the 10% construction contingencies originally authorized by Resolution 22000, per Policy 75-1.
EXECUTIVE SUMMARY:
On November 17, 2020, City Council approved Resolution 22000 awarding a construction contract to the Don Chapin Company, Inc. for the Bardin Road Safe Routes to School Improvements, Project No. 9218 in the amount of $7,941,211.00. Following execution of the contract and initiation of the project, construction of the project commenced on March 15, 2021. The project is now substantially complete and the punch list items are being addressed by the contractor. Outstanding change orders completed by the Don Chapin Company at the direction of the City, require the transfer of funds into CIP 9218 and council approval of outstanding change orders.
BACKGROUND:
The Bardin Road Safe Routes to School project aims to transform Bardin Road into a multi-modal “complete street” corridor by improving pedestrian, bicycle, and vehicular facilities along Bardin Road, between Williams Road and Sconberg Parkway. Additionally, the project will improve the existing intersections at Bardin Road/East Alisal Street and at Sconberg Parkway/Alisal Road by constructing a double roundabout system in this area. Moreover, the project adds buffered bicycle lanes along Bardin Road, between Williams Road and East Alisal Street, provides pedestrian ramps where none exist, and enhances crosswalks at key locations within the project limits. The pavement at Bardin Road will be rehabilitated and a segment at East Alisal Street (between Tampa Street and just east of Margaret Street) will receive slurry seal. The safety for all road users (pedestrians, bicyclists, and drivers) will improve by installing the above-mentioned improvements.
The Bardin Road Safe Routes to School Project commenced on March 15, 2021 and is substantially complete. To date, the contractor has completed all major project components with the exception of final striping; completion of final striping has been inhibited by recent weather and scheduling disruptions due to the holidays but is anticipated to be complete within the month of January 2023. The project has executed a total of eighteen (18) contract change orders, for a total dollar amount of $1,362,735.47. All contract change orders (CCO) to date (CCO 1 thru CCO 18) have been within the signing authority as outlined by Department Policy 75-1 (Resolution No. 21528), see Table 1 below for their respective dollar amounts.
Table 1: Contract Change Order Contingency Utilization Log Per Resolution 22000, the construction bids came in lower than anticipated. A total of $2,640,384.27 of project funds were transferred out of CIP 9218 and into CIPs 9981 (Street Improvements) and 9720 (City Sidewalk Improvements) during Fiscal Year 20-21 adjustments (Resolution No. 22040). With the project now substantially complete, the existing project fund balance requires the transfer of funds into CIP 9218 to process payments for work completed by the contractor at the direction and request of City staff. These funds would cover outstanding change orders above the original 10% construction contingency and those which are above the $100,000 dollar amount which all require Council authorization per Policy No. 75-1. The outstanding change orders total an estimated amount of $980,000.00. Staff recommends a total transfer of funds of $1,057,027.35 into CIP 9218. The funds will be transferred from CIP 9230 ($557,027.35) and CIP 9981 ($500,000) for a total transfer amount of $1,057,027.35 into CIP 9218. Once CIP 9218 is closed out and completed, any remaining fund balance will be transferred back into CIP 9981.
On November 15, 2022 City Council accepted for maintenance and responsibility, CIP 9230 Main Street Streetscape Project. There is a remaining fund balance of $557,027.35, Measure X Bonds, which is no longer needed given the project is closed out and work was accepted per Resolution No. 22515.
The TRO claim change order is the result of the redesign necessary upon the discovery of shallow utilities along Bardin Road between E Alisal Street and Williams Road. The redesign required multiple design iterations which caused construction to delay and stop until a design and final pricing could be agreed upon. The redesign resulted in the original contract work of full depth reclamation (FDR) being replaced by 6-inches of hot mix asphalt. The total daily delay claim from the Don Chapin Company is for $429,226.12 for a total of 76 delay days.
The landscape improvements change order is the result of the California Conservation Corps (CCC) contract negotiations and agreement execution timing resulting in CCC being unavailable due to fire season and other scheduled commitments. Approximately 6,000 plants were being maintained by the subcontractor and required additional months of maintenance that would have otherwise not been required. The City requested the Don Chapin Company to complete the landscape improvements given the CCC’s availability and timing for project completion. The total amount of the landscape improvements for the additional plant maintenance (4 months) and installation of the 6,000 plants is $249,202.26.
In addition to the TRO claims, the delay caused by the redesign also triggered ROW delay cost per the project specifications. The total ROW delays incurred for the period claimed by the Don Chapin Company per the Caltrans rates and delay factors is $117,745.29.
Policy 75-1 states all Change orders above the 100,000 or above 10% of the contract amount shall be authorized by Council action. Therefore, the CCO for TRO claim ($429,000), the CCO for landscaping ($229,000), the ROW delay claim ($117,745.29), and all remaining CCOs below the $100,000 threshold require council approval.
CEQA CONSIDERATION:
Statutory Exemptions. City of Salinas has determined that the project is exempt from the California Environmental Quality Act (CEQA) Guidelines (Section 15301(c) “Existing facilities”, Class1) because the project proposes to repair, maintain, and alter existing facilities. Class 1 categorically exempts the repair, maintenance, or minor alteration of existing public facilities involving negligible or no expansion of use beyond that existing at the time of the lead agency’s determination. Section 15301(c) of the CEQA Guidelines states that the types of “existing facilities” include, but are not limited to, existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails and similar facilities.
Furthermore, as a result of the federal grant, the project required compliance with the National Environmental Policy Act (NEPA). The State has determined that this project has no significant impacts on the environment as defined by the NEPA, and that there are no unusual circumstances as described in 23 CFR 771.117(b) and in 23 CFR 771.117(c): activity (c)(3).
STRATEGIC PLAN INITIATIVE:
This project relates to the Council’s Goals of Infrastructure and Environmental Sustainability and Public Safety by maintaining the City’s existing roadways and reconfiguring dangerous intersections to enhance vehicular and pedestrian safety.
DEPARTMENTAL COORDINATION:
Public Works staff and Finance staff have collaborated on the funding of the Bardin Road Safe Routes to School Improvements Project.
FISCAL AND SUSTAINABILITY IMPACT:
Transfer of $557,027.35 Measure X Bonds (5202) from CIP 9230 to CIP 9218 Transfer of $500,000 of Measure X Bonds (5202) from CIP 9981 to CIP 9218 For a total transfer amount into CIP 9218 of $1,057,027.35, Measure X Bonds ATTACHMENTS:
Resolution1
Resolution2
Resolution3
Resolution4
Resolution5
Resolution6
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