TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:March 19, 2024
SUBJECT: Guard Rail Repairs Project (MI 2574)
RECOMMENDATION:
1. Approve the project design, plans, and specifications for the construction of the Guard Rail Repairs Project (MI 2574).
2. Award construction contract to C & W Construction Specialties, Inc. (Ventura, CA), in the amount of $401,851.73, plus a contingency of $40,000.
3. Authorize expenditure in the amount of $444,851.73 ($401,851.73 construction contract, $40,000 construction contingency, and $3,000 for City furnished supplies and materials) as follows: $3,000 from A/C #132-5610-631-5500, and $441,851.73 from A/C #183-5610-631-5500 (MI2574, Guardrail Repairs Project).
4. Delegate authority to the City Engineer to approve changes in the design, plans, specifications and working details of the project on work directives and change orders up to the project approved contingency amount.
5. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.
FINANCIAL IMPACT:
No Additional Funding Requested. Total available budget of $535,448 is included in the Adopted FY 2023-24 Street Projects (Guard Rail Repairs - MI2574), including $512,500 in Federal Highway Safety Improvement Program (HSIP) Grant Fund Budget and $22,948 Gas Tax Fund Budget carried over from FY 2022- 23 to FY 2023-24. The estimated total project cost of $444,851.73 is fully covered by the available grant fund budget.
Guard Rail Repairs Project (MI 2574)
March 19, 2024
9 3
5 BACKGROUND:
In May 2021, the City prepared a Local Road Safety Plan (LRSP) to address commuter, bicyclist, and pedestrian safety in Thousand Oaks. Through the development of the LRSP, data analysis was conducted to determine which countermeasures could best enhance roadway safety. Nine locations were identified for guardrail repairs based on the existing condition of guardrails and the configuration of the roads. At these locations, existing guardrails have separated from the wooden anchor posts, which have deteriorated due to age and exposure to elements and are no longer vertically upright.
The Guard Rail Project will repair approximately 1,800 feet of existing guardrails per Caltrans standards at nine locations (Attachment #1) including the wood posts that were damaged during the 2018 Woolsey Fire.
In September 2020, staff submitted an HSIP Grant application to Caltrans for the project. The $512,500 HSIP Grant [CML-5392(064)] was awarded in April 2023, and accepted by City Council on June 6, 2023. On June 6, 2023, City Council authorized staff to advertise the Guard Rail Repairs Project (MI 2574) for bids; however, only one bid was received on August 2, 2023. On September 12, 2023, City Council rejected the bid because it significantly exceeded the project budget.
DISCUSSION/ANALYSIS:
City Council authorized re-advertising the project for construction bids on September 12, 2023. Additional clarifications to the project requirements were incorporated into the job specs. The Notice Inviting Bids was published in the Acorn newspaper on December 15, 2023, and was posted on the City’s procurement website. Three bids were received and publicly opened on February 7, 2024. The bid results are as follows:
BIDDER BASE BID PRICE
1. C & W Construction Specialties, Inc. (Ventura, CA) $401,851.73
2. Ardalan Construction Company, Inc. (Thousand Oaks, CA) $636,169.00
3. Gentry General Engineering, Inc. (Colton, CA) $779,204.00 The apparent low bidder was C & W Construction Specialties, Inc. with a bid in the amount of $401,851.73, approximately 32 percent lower than the engineer’s estimate of $590,000. The bid package submitted by C & W Construction Specialties, Inc. has been reviewed and found to be in order. The bid protest period has elapsed with no formal protests received. Staff recommends award of the construction contract to C & W Construction Specialties, Inc.
Guard Rail Repairs Project (MI 2574)
March 19, 2024
9 3
5 The tentative schedule for completion of the project is as follows:
Start of Construction April 2024
Project Completion Fall 2024
The estimated costs are as follows:
Construction Contract (this action) $ 401,851.73
Construction Contract Contingency (this action) $ 40,000.00 City Furnished Material and Supplies (this action) $ 3,000.00 Total Estimated Project Cost $ 444,851.73
The Guard Rail Project is categorically exempt from CEQA per Section 15301 (repair/maintenance of an existing facility).
The project design, plans, and specifications prepared by City staff are available for review upon request by request to the Public Works Department by e-mail at [email protected] or by phone at (805) 449-2400.
Community Outreach: No negative impacts are expected to be associated with the project. Various communication tools and strategies, including community meetings (if needed), press releases, website updates, and social media posts will continue to be utilized to inform the public.
This project meets City Council’s Top Ten Priorities #6, “Public Works Infrastructure Investments.”
CIP PROJECT PRIORITY (as outlined in FY 2023-24 and FY 2024-25 CIP Program Budget)
Priority Two – Necessary, but not essential, and there could be consequences if deferred.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
Guard Rail Repairs Project (MI 2574)
March 19, 2024
9 3
5 F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Saeed Zolfaghari, Associate Engineer
Attachments:
Attachment #1 – Vicinity Map
Documents Provided Under Separate Cover:
#1 – Project Plans and Specifications
DPW: 850-20\ev\/Council\2024\031924\ MI 2574\ Guard Rail Repairs Project staff report.docx