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CC 2017-08-08_09f Approve 2017 Concrete Repairs MEMORANDUM TO: CITY COUNCIL FROM: JAMES A. BERGMAN, CITY MANAGER BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER SUBJECT: CONSIDERATION TO APPROVE CONSTRUCTION SPECIFICATIONS AND ENVIRONMENTAL EXEMPTION FOR THE 2017 CONCRETE REPAIRS PROJECT, PW 2017-06 DATE: AUGUST 8, 2017 RECOMMENDATION: It is recommended the City Council: 1. Approve the specifications for the 2017 Concrete Repairs Project, PW 2017-06; 2. Authorize the City Clerk to advertise for construction bids; 3. Find that the project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Guidelines Section 15301(c); 4. Direct the City Clerk to file a Notice of Exemption; and 5. Appropriate $36,880 from the Water Neutralization Fund balance for the project. SUMMARY OF ACTION: Take action to solicit bids for concrete repairs including the fire station driveway, various high traffic sidewalks, and a decomposed granite path. Bids are due by August 29, 2017, with work scheduled for November 2017. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: An allocation of $134,039 (including an estimated carryover of $24,039 from FY 2016/17) is available in the Capital Improvement Program concrete repair account for FY 2017/18. In addition, $62,500 of Local Sales Tax funds is included in the Capital Improvement Program budget for the Fire Station Driveway repairs project. It is proposed that the Parque Pequeno Decomposed Granite Pathway portion of the project be funded from the Water Neutralization Fund in the amount of $36,880. The total cost of the project including design, construction contract, construction inspection and contingencies is estimated at $233,419. Item 9.f. - Page 1 CITY COUNCIL CONSIDERATION TO APPROVE CONSTRUCTION SPECIFICATIONS AND ENVIRONMENTAL EXEMPTION FOR THE 2017 CONCRETE REPAIRS PROJECT, PW 2017-06 AUGUST 8, 2017 PAGE 2 BACKGROUND: Each year, the Public Works Department identifies damaged sidewalk requiring repair to mitigate the potential for trip and fall hazards located in the public rights-of-way. Sidewalk improvements are one of the priorities identified in the City’s Critical Needs Action Plan. The City focuses on sidewalk improvements by systematically addressing damaged concrete facilities at various locations throughout the City. This approach is consistent with the April 11, 2017 City Council meeting where the Council provided comments and direction on the Sidewalk Infrastructure Assessment and Replacement Report and suggested policy modifications related to the City’s sidewalk infrastructure. ANALYSIS OF ISSUES: Sidewalk Infrastructure Assessment and Replacement Report The City of Arroyo Grande owns and maintains approximately 88 miles of sidewalks. As an asset, City sidewalks have a typical lifespan of 100 years and have a replacement value of $35 million. The City would have to spend $232,000 annually to replace all sidewalks over their 100 year lifespan. Sidewalks have historically been maintained by the City using several repair techniques including replacement, concrete grinding, and concrete slicing. Residents have periodically been required to repair or replace sidewalk segments that were damaged as a result of a privately owned and maintained tree or during major development projects. Sidewalk repair and replacement resulting from decay or deterioration has generally been completed by the City. City-initiated repairs are completed using City crews or by contracting with private general engineering contractors. 2017 Concrete Repairs Project Due to the recently approved mid-cycle budget documents and discussions regarding immediate needs, the purpose and goal of this year’s repair project is to focus on sidewalks where there is high pedestrian traffic. The general project scope of work involves the replacement of damaged/uplifted sidewalk and uplifted curb and gutter adjacent to mature trees along segments of East Grand Avenue, Halcyon Road, and West Branch Street. Locations along these routes are included in the base bid up to the amount available in the current budget. Additional bid alternates include replacing sidewalk at 1107 El Camino Real related to a past trip and fall claim, removing and replacing a portion of the Five Cities Fire Authority driveway, and completing improvements at Parque Pequeno Park on Woodland Drive. The purpose of combining two other capital projects and one localized repair is to allow for a broader scope of work and attempt to encourage a larger number of potential bidders within the scope of work. This also facilitates staff and consultant efficiency during the specification preparation process. The Five Cities Fire Authority Driveway is included in the FY 2017/18 budget. It is recommended that an appropriation for the Item 9.f. - Page 2 CITY COUNCIL CONSIDERATION TO APPROVE CONSTRUCTION SPECIFICATIONS AND ENVIRONMENTAL EXEMPTION FOR THE 2017 CONCRETE REPAIRS PROJECT, PW 2017-06 AUGUST 8, 2017 PAGE 3 Parque Pequeno project be approved by Council. The 2017 project location for the sidewalk repairs is shown in Attachment 1. The Engineer’s Estimate for the proposed project is as follows: Location Engineer’s Estimate Base Bid: Locations of high pedestrian volume $73,888 Bid Alt 1: 1107 El Camino Real 3,020 Bid Alt 2: Five Cities Fire Authority Driveway 42,900 Bid Alt 3: Parque Pequeno DG Path 35,380 The contract time is 45 calendar days. Once awarded a contract, the successful contractor will be expected to perform work during October and November 2017. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Approve staff’s recommendations; 2. Do not approve staff’s recommendations and request further information; 3. Modify staff’s recommendation and approve; or 4. Provide direction to staff. ADVANTAGES: The project will reduce the potential trip and fall hazards along selected streets, address complaints from the public, improve access for individuals with disabilities, and function as a sound asset management strategy for the City. DISADVANTAGES: There will be intermittent sidewalk closures during the project. These will be minimized as much as possible and the project specifications require the contractor to notify affected businesses and residents in advance. ENVIRONMENTAL REVIEW: The project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Guideline Section 15301(c) for existing sidewalk, gutter and similar facilities (Attachment 2). PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2. Attachments: 1. 2017 Concrete Repairs Project Location List 2. Notice of Exemption Item 9.f. - Page 3 ATTACHMENT 1 Item 9.f. - Page 4 NOTICE OF EXEMPTION To: Office of Planning and Research From: Lead Agency: 1400 Tenth Street City of Arroyo Grande Sacramento, CA 95814 300 East Branch Street Arroyo Grande, CA 93421 OR County Clerk of the Board of Supervisors County of San Luis Obispo 1055 Monterey Street San Luis Obispo, CA 93408 PROJECT TITLE AND NUMBER: 2017 Concrete Repairs PW 2017-06 PROJECT APPLICANT: TELEPHONE NUMBER/EMAIL: Jill McPeek, Capital Improvement Project Manager (805) 473-5444 300 East Branch Street, Arroyo Grande, CA 93420 jmcpeek@arroyogrande.org PROJECT LOCATION: Citywide, Arroyo Grande, CA 93420 PROJECT DESCRIPTION: Sidewalk repairs, curb painting, traffic control, and related items of work. LEAD AGENCY CONTACT PERSON: TELEPHONE NUMBER/EMAIL: Matthew Downing, AICP, Planning Manager (805) 473-5420 mdowning@arroyogrande.org STATE CLEARINGHOUSE NUMBER (if applicable): N/A This is to advise that the City of Arroyo Grande has made the following determination on the above-described project: MINISTERIAL (Section 15208) EMERGENCY (Section 15269) CATEGORICAL EXEMPTION PER CEQA GUIDELINES - Section 15301(c) of the CEQA Guidelines determines that the repair and maintenance of existing sidewalk, curb, gutter and similar facilities are exempt from CEQA review. SIGNATURE: DATE RECEIVED FOR FILING: TITLE: PLANNING MANAGER DATE: NO RECORDING FEE – PUBLIC AGENCY GC 6103 Attachment 2 Item 9.f. - Page 5 THIS PAGE INTENTIONALLY LEFT BLANK Item 9.f. - Page 6